Tips For Virtual Meetings: How To Make Them More Professional

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Last Updated on April 6, 2022 by

Working from home is the need of the hour, and different sectors are adapting to the remote work culture. Virtual meetings are becoming increasingly popular and allow colleagues to communicate and discuss freely. There are different elements and technical distractions that may affect and disrupt your virtual meeting. Audio, technical issues, distractions, and bad video etiquettes are some of the frequent problems that many of us face. These problems and challenges in video meetings can be a pain, and you may lose out on time. Here, we have some tips for virtual meetings that will help you create a professional and memorable personal brand. Continue scrolling for some tips on how you can make your virtual meetings more professional. 

Tips for making your virtual meetings more professional 

If you are entering the professional world or are new to video meetings, this guide is completely for you. Read this blog and learn how you can make your virtual meetings more professional. 

1. Work from a quiet and carpeted room

A carpet or a rug in the room will not only add a decorative touch but will also reduce the echo in the room. Therefore, you must ensure you are attending meetings from a carpeted room with soft furnishing. 

2. Use your laptop 

Many of us find a mobile phone more convenient for us when it comes to attending a video meeting. However, when you are using your mobile phone, it may be difficult to make notes and balance everything. At times, you may have to share your screen or present anything, a laptop will be a better option in that case. Therefore, you must consider using your laptop or desktop to attend online web conferences or meetings. 

3. Background and lighting

Source: Tech Republic

To minimize the distractions and make it more professional, you should choose the right spot that has enough lighting. Different elements in the background can be distracting for the other attendees. Therefore, you should choose a neutral background and consider removing the objects that can cause distractions. 

4. Test and use the video conferencing software

Before you attend the meeting, you should learn how to set up a virtual meeting and use the video conferencing software. With a plethora of video conferencing software and apps available, it can be quite overwhelming. Some people may be used to Zoom, whereas others may prefer Teams, Meet, or any other software. All of these video conferencing software has various built-in features. Before you attend, you must test and try to learn the basic features of the video conferencing tool. 

5. Raise the webcam to eye level 

Source: Macquarie University

Check the frame and ensure that the camera is positioned appropriately. Keep it at eye level and ensure that you’re looking straight into the camera. 

6. Use a good microphone

Ensure that you are using a good microphone so that there is no echo and interruption in the audio. Investing in a good speaker or external desk mic will make the process more smooth for you. 

7. Turn off the notifications

The pop-up notifications can cause distractions and may take your attention away. It can be an embarrassing situation for you, especially when you are sharing a screen and communicating something important. Therefore, you should consider turning notifications off for certain applications. 

8. Look at the camera when talking

If you are looking for more tips for virtual meetings, you must ensure that note them down. When talking, you should always try to look at the camera, instead of looking at the screen or your own image. Looking at the camera will seem as if you are talking directly with the attendees and will create a strong connection. 

9. Avoid multitasking 

Source: Insurance Journal

You may think that you are on mute, and you can still browse through the Instagram feed or complete any other task. However, your meeting won’t be engaging, and you will not understand the purpose clearly. You should avoid multitasking and listen to what other attendees are saying. Absorb the content and listen carefully to what others are saying. 

10. Dress appropriately 

Source: Northeastern University

Whether it is an in-person meeting or a video meeting, dressing appropriately plays a significant role. Your attire can be a complete game-changer, and you should pick something that you would wear to the office. 

11. Keep them short 

When you are hosting a meeting, you must try to keep it short and to the point. It will ensure that the attendees stay focused and don’t get bored. Long meetings may even affect their productivity. Therefore, you must prepare yourself for the web meetings in advance to make them more professional. You should even consider choosing a time that suits everyone.

12. Plan the agenda 

You should prepare and plan the agenda carefully. Note down the objectives and make notes of what all you want to cover in the meeting. Be sure to outline every aspect, and you must even share notes after the meeting. 

13. Make it engaging

Source: UAB

If you are the host, you must introduce the speakers and tell them about the goal of the meeting. You must try to make it engaging and ask them to contribute. 

These are the tips for virtual meetings that will help you improve the workflow and make your meetings more professional. Your attire plays a critical role, and you may speak to us if you want to know how to dress professionally for work. Let us help you refresh your wardrobe. 

Stay tuned to Styl-Inc Blogs for more such tips and trends. 

Keep’in it Styl’ ish,

Signing off,

Deepali