Introduction
Some people are spending 8 hours or more a day on video meetings (which is a horrifying thought) and in a previous blog we have explored video meeting fatigue. So, on top of the fatigue that can come with it many people just dislike presenting in general - and presenting on video can be even worse because you have a record of your performance. We also tend to be our own worst critics.
However, there are ways to make it a more positive experience for everyone involved.
In this blog, we are going to look at some small things you can do to make video meetings more effective, engaging, and stress free.
Creating videos in general
There are plenty of production options…however keeping it simple is good too.
If you’re creating videos to put online, or to send out to multiple people within your organisation, then there are plenty of options to make the video better - teleprompters, lighting, cameras, microphones, editing software and other equipment and if you plan to do a lot of videos over time for a broad audience, then these are worth exploring.
However, if you are simply capturing some updates and putting some engaging content together for your team (to save them from yet another meeting) then reading your notes while recording yourself on a phone is fine! Nobody expects you to be a professional news presenter and you do not need to turn it into a major production.
So, turn on the light, sit in front of your webcam, share your screen…and talk. Most people will appreciate the effort, and they will connect with you because of that. And of course, they will appreciate receiving information in a different way and not having another meeting.
Good enough is good enough! Avoid perfection and do not go comparing what you do with the professionals.
Most professional video creators you see have good equipment, they use extensive editing, and often have people to help with sound, filming, and lighting. They also have experience and have refined their skills over time. So just focus on the purpose of your video and aim to deliver the information you want to get to your audience. The rest will improve over time. Put yourself out there and give it a try (which is more than many people) and once you have done that you will have a starting point in which to develop.
Take video presentations and meetings as an opportunity to reflect on and improve your presentation skills in general.
Many people hate watching themselves on video, or dislike the sound of their voice (however an interesting fact found in studies showed that people rated their own voice as more attractive than others when they didn’t know it was their voice! https://pubmed.ncbi.nlm.nih.gov/24386714/ so stop being so hard on yourself!) however if you can put that initial reaction on hold, video meetings and creating videos is an amazing opportunity!
While presenting on video is different to live presenting you can still use it as a way of identifying mannerisms you weren’t aware of, words or phrases you use a lot, movement and gestures, voice tone and volume etc.
Become your own coach and use the videos as an opportunity to turn what is often a stressful experience into a positive one. Do you use your hands too much? Do you say “you know?” or “ummm” too often?
And of course, focus on identifying 6 positive things you do for each thing you find wrong (it is called the Losada ratio and it is a good habit to get into!!)
Logistics and planning
When it comes to conducting or participating in video meetings, there are some other things to consider to make them effective.
Let us look firstly at logistics and planning.
Stick to the purpose of the meeting. The goal should be to make it as short as possible. Especially if some people on the call are participating in several meetings per day and they are more draining than live meetings. Imagine you only had 15 minutes for each meeting. What would you present? How would you do it? How could you get the information out to people to support the video component of the meeting?
Decide how you will handle questions. Have people send text messages (via phone or on the video software), raise their virtual hand, or simply wait for the end. This prevents people speaking over each other and stops the meeting going off on tangents. Remember one of your aims is to reduce the length of the meeting and minimise stress and enervation.
Speaking rules. It is much more difficult to manage multiple people who want to speak without the non-verbal cues.
There is a useful activity you can do with a team to help them experience the importance of careful communication and rules on video meetings. Have your meeting participants attempt to count from 1-20 with one person saying 1 number at a time without interrupting or speaking over each other. If people speak over or interrupt each other then they need to start again at number 1. It is a great energiser and problem-solving technique and teaches people
The challenges of video meetings and
How to use body language via video to enhance understanding.
Video rules. While part of the appeal of video meetings is to allow people to see each other and connect, it is important to find a balance between connection and exhaustion. So, consider if the camera needs to be on the whole time.Allowing people to switch the video off can minimise the stress and keep people more focused on the content. Check out our blog on ‘Video Meeting Fatigue’ for more information on this.
Muting the video can make it easier for people with slower internet connection. You can also consider whether they should switch off the video if they need to step away. Ultimately your goal is to keep the meeting as distraction free for other participants as possible.
Technology
Next let us look at some technical considerations
Invest in a decent webcam. If you are participating in video meetings regularly, then the whole point is for people to be able to see you. Having good quality technology makes it a much more engaging experience for everyone involved.
Webcams are priced from $20 up to $3000+ for some decent conference room type equipment. Basic models will simply capture your image while more advanced models will include features such as facial tracking, auto focus, and zoom functionality. All these things make a difference. They are not necessary; however, they may be things to consider.
There are a lot of different specifications out there when you are looking for a webcam however one of the main ones is resolution. Resolution is literally the number of ‘pixels’ that fit on the screen so if you see ‘1080p’ you are getting 1920×1080 pixels (also known as Full HD) characterized by 1,920 pixels displayed across the screen horizontally and 1,080 pixels down the screen vertically.
4K is currently among the best resolutions you can easily purchase however it is not required for most people. 1080p is the next best standard and has twice the resolution (pixels) than a 720p. Aim for at least 720p.
While I may upset a lot of gamers and tech people here…for a basic video meeting, 720p is fine. If you are holding up signs to read and other things, then higher resolution is better however in general most modern equipment is designed for modern use.
Another specification to consider is “FPS” or “frames per second” which basically means clearer movement and less chance of staggering or jittery video. Hence a higher number is generally better for webcams. In general, anything 25+ is fine for most uses. Again, most modern tech will be fine for everyday use. Just consider if you are hosting or participating in a lot of video meetings or running training…then consider an upgrade.
Consider a microphone. Sometimes built in microphones are fine depending on your webcam or device. However, a separate device can mean better noise reduction which makes it so much easier for other participants to hear. It can be as simple as apple air pods with mic and headphones. Or a simple lapel mic for $40.
Headphones. These can help to focus by reducing external noise. However, watch out for other people on the call who do not follow appropriate etiquette as you can end up with some loud noises coming through.
TEST everything. How does your voice sound? How is the volume? It is all clear? Is the video clear? Can you be clearly seen? Can you move around? How does it look. Do all of that BEFORE joining the meeting. Technical issues can still occur, however it is never a good experience for people while they all wait 15 minutes for someone to get their camera and sound working.
General rules for engagement
When it comes to engagement, there are also a few other points to consider.
Speak slowly. Video meetings are harder to hear in general compared to a live meeting, and you also have less non-verbal cues to work with, so speak slowing and use pauses to allow people time to process what is being said.
The video amplifies everything. From movements to sounds, everything is picked up and relayed to other participants of the meeting. So, do not chew or eat, be aware of personal idiosyncrasies, sounds, and habits which can be distracting.
Use mute when not speaking. This one bears repeating. IF you are not speaking, put your audio on mute. It prevents the sound of traffic, movement (yes – sometimes even the rustle of clothing can be picked up by your microphone), dogs, and other sounds from being shared with the whole meeting.
Energisers. Most people know my opinion on energisers. They have a place - when required and with a clear purpose. Just because you are on a video call does not mean you need a dress up theme, or game, or activity.
Consider your audience. If you are teaching a group of children then background filters, games, and listening activities are all important to generate engagement. However, if you are on a professional call, then a well-planned meeting with relevant content will always trump shiny energisers and activities.
Also, more technical people tend (and I generalise here) to prefer you to get to the point and are less likely to respond well to games, songs, and activities. If it needs to energise, then design it for your audience. I always prefer activities that have a specific purpose – to get to know people better (if that is important), reflect on the content of the meeting, etc. The counting activity mentioned earlier in this blog, a virtual tour of your office, Pictionary (where you attempt to draw a concept or topic of relevance), what your coffee means about you, etc. There are a thousand activities you can do. Just consider if you need to. If in doubt, then ask people.
Cats, dogs, and children (oh my!). This one may not make me popular, however if you are having a professional meeting then plan for it. If you were meeting an important client in a boardroom you probably would not bring your dog. Nobody doubts how adorable they are. However respect the other people on the call and their time and do what you can to eliminate external sounds such as barking and pets (and children) playing, and keep the pet introductions for the end of the meeting if anyone wants to stay back to meet them.
Wear pants
I am not sure if it is funny or a little bit sad that this even needs to be said. However, there it is.
You are at work! And you never know when you will need to stand up or if the camera may zoom out a little bit.
Make a ‘Bryter’ business decision…
Hopefully, that gives you some quick pointers which will help you feel more confident and comfortable in creating videos or participating in video meetings.
To discuss further training needs around this or any other topic, feel free to reach out any time. At Bryter Training, we specialise in both live and remote training for businesses, with a focus on leadership, psychology, communications, and organisational development. For more information on us, our services, or to discuss your needs, please contact us through our website.
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