The image here might not look like anything to do with a meeting; but if there is one thing I don’t like it’s clowns. Bizarre, I know, but true nonetheless. During the pandemic our working methods have undergone a forced change, and who had ever heard of Zoom before March 2020? We have all had to adapt to working from home and having to hold meetings online. These for some are frequent, long and more tiring than a “normal” face to face meeting in an office, hotel, coffee bar or one of the myriad of other venues we used to be able to select from.
So, we have had to adapt to using various online platforms, with little or no training and a quick adoption of the new technique. All of us trying to master the ‘virtual meeting’ and not look like a clown!
Checklist
I am not an expert on virtual meetings and do not pretend to be. However, when I started to look for a simple checklist on how to prepare for one, I could not really find anything that was particularly useful. With that in mind, and having picked up some hints from attending a few, I thought it might be helpful to share what I have gleaned so far.
This list is not exhaustive; but even if one hint stands out for you as a reader then I have helped someone! After all, my mantra is “helping growing businesses implement and develop their marketing strategy”.
Not everyone wants to look polished as they would in a meeting in the office. Some may like a more relaxed style, and access to a little of their home life. Others may not, but whichever camp you are in, I hope these top tips on how to prepare for a virtual meeting are helpful.
1. Check your times
I have been in numerous meetings where people leave the meeting before it ends and, in most cases, the real nuggets of a meeting can be at the finish. If an end time is not mentioned in the invitation, check with the organiser beforehand so you do not have to leave early. Also be punctual, because it is hard to enter a meeting and introduce yourself if you missed the introductory slot of the meeting. Remember, professionalism still stands in a virtual meeting. Set a reminder on your phone or in your calendar if you think you may get distracted and miss the start of the meeting.
2. Background
Many platforms offer a choice of adding a virtual background. I love this feature as it provides an opportunity to a) be distinctive and b) not have to worry about tidying up. This is especially relevant for me as my daughter is sharing my office during lockdown to engage in home schooling; and she has made her part of the office “her own.” Many companies are also offering a branded backdrop at a very reasonable rate. I channel my latest theme – this week it was a photo of Loch Ness, as that is where I should have been on holiday!
3. Communication
A simple one; but let everyone in your household know that you are on a call and do not want to be disturbed. Plan how this can fit in with everyone else’s schedule. I know this might be impossible sometimes, but as I keep reminding myself, no one will be looking at your diary to check when you can’t be disturbed until you tell them “I just need to be left alone for an hour!” Also, if you are using a separate room, put a note on the door to let everyone know you are not be disturbed and an approximate end time.
4. Anticipate interruptions
Whether it’s your 2-year old who has decided they want to be with you rather than someone else (remember that news reader who was interrupted by his child?) or the fact that the post person is at the door, anticipate that you might get interrupted. Be prepared and turn off the video and sound and put in the chat that you will be back soon. Or even have a backdrop on your screen with a message that states “Sorry for the interruption, I just need to sort something out, I will be back soon.”
5. Switch off your phone
Muting or even totally turning off your phone will allow you to concentrate on the meeting at hand.
6. Be prepared
If an agenda has not been provided, ask the host to outline what it is so that you can make sure you are prepared. Just because it might be a less formal meeting does not mean normal protocols need to go out of the window.
7. Consider how you look
Clearly this is a video call, so you need to look your best. We have not been used to seeing ourselves in meetings, and this can be quite disconcerting if, like me, you do not like looking at yourself! I have always thought that if you feel good, you look good, so taking the effort to dress well and look smart will influence how you come across in the meeting.
8. Camera angle
Practice the angle of the video to your face and body, so you look your best. Usual advice is that you should raise your camera lens to either eye level or a little higher than eye level. You do not want people looking up your nose – or straight down a low-cut top!
9. Lighting
Avoid any kind of overhead lighting. Having a light source directly above you will cast many unflattering shadows on your face, especially around your eyes.
10. Photographing the meeting
Many hosts or participants like to take a photograph during the meeting as an image provides a visual result, which can then be shared after the meeting. Anyone who does, should ask for your permission, and if you are not comfortable with a photograph being taken, simply turn off your video and your avatar photograph, that you have already uploaded, will display. One thing I would say though is that hosts/photographers do not always give you notice, so a lot of these photographs often turn out with rather glum looking people looking away from the camera! A word to the photographers out there – please provide a countdown to prepare your participants!
11. Test
Check that your video and sound are working before the meeting starts. Many platforms offer a test procedure before you start your meeting, so try this out before the meeting is scheduled to start. Then, if there is a loose cable or other adjustment needed, you can make sure it is fixed before the meeting.
12. Naming
I see so many profile names that are set up hurriedly with “Johnb” or simply “John”. People need to know who you are and what you do, so pay attention to what you have called yourself and set it up beforehand. You could even set it up with your company name as well. So, for example the First name could be “John” and the Second name could be “Williams – Smarty PR Communications.”
13. Meeting etiquette
It goes without saying that you do not want everyone talking at once; and your Host should provide you with the meeting protocols, agenda and expected outputs from the meeting. There should be time for everyone to contribute, so try not to talk over other people. In some meetings, breakout rooms are provided to facilitate for one to one sessions. This is a useful tool and can form part of the meeting structure.
14. Turn off emails
Incoming emails can be distracting and you may be tempted to answer an “important one.” You wouldn’t normally do that in a regular meeting, so don’t be tempted to turn your focus elsewhere.
15. Finally, Smile!
Or at least practice an attentive look. It may not always be appropriate to smile or grin, but an old proverb said, “All people smile in the same language.” I am not advocating a permanent fixed grin, but it is important to look as though you’re enjoying an interesting conversation.
For an easy checklist on the top tips on how to prepare for a virtual meeting here is the quick list to cut and paste. You can simply add this list into your Outlook meeting calendar, as a reminder:
1. Check your times
2. Background
3. Communication
4. Anticipate interruptions
5. Switch off your phone
6. Be prepared
7. Consider how you look
8. Camera angle
9. Lighting
10. Photographing the meeting
11. Test
12. Naming
13. Meeting etiquette
14. Turn off emails
15. Finally, Smile!
Good luck: and just consider that even when we do get back to some sort of “normality” in terms of regular meetings, virtual meetings are here to stay and will no doubt remain a part of our meeting schedule. So, use this time to “learn on the job” and read these top tips to prepare for a virtual meeting. Remember when you passed your driving test? The real learning came when you were out on the road on your own; and this is no different!
Finally, if you spot any clowns in any of your meetings, help them out and direct them to this short article on top tips to prepare for a virtual meeting – no-one wants to look silly for long!
If I can help with your marketing, please feel free to contact me by either completing the enquiry form or call me on +44 (0) 7966 192597.
Image by Jacqueline Macou from Pixabay