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Best practice for using video conference software during COVID-19

Video Conferencing Best Practice

Following the implementation of more stringent social distancing protocol announced by governments all around the world, the use of video conferencing software has skyrocketed not only for business use but social interaction also.

Video Conferencing tools such as Zoom, Webex, Microsoft Teams, BlueJeans and other video conferencing software have helped organisations communicate quickly and effectively in light of meeting restrictions, helping businesses to “Keep calm and carry on” as best they can.

But how can you get the most out of your chosen video conferencing software and avoid any faux pas? Let’s take a look…

#1 Use a Headset in Crowded Spaces.

During the current situation you may be hunkered down with housemates, family members (including children) or pets, with distractions a definite possibility. Using a headset device (especially one with noise cancelling headphones) can help you through meetings where outside noise is definitely not required.

Amazon.co.uk have a wide range of Noise cancelling headphones which feature a microphone function but have a handy light weight pair HERE which also have a remote control attached, perfect to use on the train once everything is back up and running.

#2 Mute When You're Not Speaking

When working from a noisy environment ensuring your microphone is switched off whilst you’re not speaking, is great practice for not only audio and video calls. Heavy breathing, dogs barking or children playing can be a big distraction for others attending the conference with you, plus you can grab a quick snack without crunching to the masses.

#3 Check your backdrop & attire

Working from home isn’t exactly ideal when you need to look professional but needs must during the current crisis. Just remember to check your environment making sure the background of your video call is clutter free and you’re dressed professionally, it’s so tempting to work from home in your pyjamas or comfortable clothes but dress smart and remember - you can always revert back to lounge wear after the virtual meet if you so wish.  

Does anyone remember THAT famous BBC News video call where the interviewee was gatecrashed by his children. TOP TIP - remember to lock the door behind you!

#4 Don't Forget Your Cultural Etiquette

Just because you’re situated in your own country of residence via video link doesn’t mean cultural differences and business etiquette should be ignored. Research best practices for any international conference members and be respectful to their cultural needs, this will stand you in good stead for building key business relationships. Also be aware of the local time zones for international colleagues when setting video calls up!   

#5 Don’t just use it for business – use it for personal use too!

Since the COVID-19 outbreak, schools, churches and even groups of friends are taking to Video Conferencing software such as Zoom, FaceTime etc to catch up on lost instruction time, hear the latest sermon or just hang out with loved ones.

Facebooks “Portal” devices (originally released in 2018) are smart video conferencing devices which have Alexa built in, they have seen a large surge since the Coronavirus outbreak and are helping families and friends check in on each other when social distancing is to be practiced. They currently have £50 off your order (at the time of writing) and you can click HERE to get started.  

Do you have any tips or tricks for ensuring your video conference call goes without a hitch? If so, we’d love to hear from you! Just leave a comment In the box below!

 

About Danielle Martinez

Danielle is our marketing coordinator and loves nothing more than creating thought provoking and interesting content to help our customers with business travel. Feel free to contact Danielle if there is anything you’d like to see covered within our business travel blog, she’d love to hear from you!
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