SymQuest Blog

Recommended Best Practices for Video Conferencing

March 19, 2020 - Business IT, Office Technology

Recommended Best Practices for Video Conferencing
Alyssa Place

Posted by Alyssa Place

We’ve seen business technologies progress rapidly over the past decade, including advances in video conferencing for meetings. With the outbreak of COVID-19, also known as the coronavirus, the need for this technology has never been greater. A countless number of businesses have implemented remote work policies to practice social distancing and precautionary quarantine. Virtual meeting technology is essential for these businesses so that they can continue to operate at full capacity.

Several of our partners, such as Microsoft Teams, Cisco WebEx, and Google Hangouts Meet, have been offering free subscriptions to their remote tools. These useful tools include features like remote conference calls, collaboration, and content sharing.

Here at SymQuest, we've also shifted to remote work. We're using virtual meetings more than ever to stay as productive as we would be in the office. We can imagine a lot of our clients are doing the same thing! Here are some best practices to follow when you are hosting a virtual meeting with clients or your team:

  • Make sure you are in a quiet area, away from pets, spouses, children or any other distractions.
  • Make sure you are wearing appropriate attire. A sweatshirt or t-shirt may not be appropriate when speaking with a client. Pull that collared shirt out like you would if you were to attend an in-person meeting.
  • Be prepared! Test your tools beforehand:
    • Make sure your headphones work, are plugged in and have a microphone.
    • Practice switching from video to screen sharing if it is necessary for your meeting
    • Eliminate background noise. Mute your microphone when you are not speaking to ensure the people on the other end can’t hear typing or other distracting noises. Silence those cell phones!
    • Have all your content on another screen, ready to share when you need to!
    • Practice with co-workers before meeting with a client to make sure you have everything worked out.
  • Look into the camera when you are speaking, not at the other members’ faces on your screen! Think of the camera as looking into someone’s eyes when you are talking in person.
  • Ensure the background behind you is tidy. Some tools, like Microsoft Teams, offer blurring features so you can blur your background to make sure you're the focus of attention.
  • Finally, be yourself! Smile, be friendly, and stay professional!

We wish you all good health in this difficult time! Don’t forget to keep all the technology you use on a daily basis clean and germ-free. Be mindful of your surroundings and you can do your part in trying to stop the spread of COVID-19.

Subscribe to Symquest Tech Talk

Sign up to receive the latest news about innovations in the world of document management, business IT, and printing technology.

Alyssa Place

about the author

Alyssa Place

Alyssa is the marketing specialist for SymQuest based out of South Burlington, VT. Place manages all aspects of SymQuests marketing efforts including branding, social media, lead generation, campaign management and strategic planning.