As we say goodbye to a year of working from home, we welcome a new year of video-conferencing. Zoom meetings may have already become a part of our working culture and will undoubtedly play a role in the post-covid offices. Have you mastered navigating Zoom meetings in the past months? Awkward Zoom moments are not uncommon as we get used to video-conferencing. Broadcasting your dog’s morning bark to the whole panel, accidentally showing the messy corner of your room on camera, realizing you are on mute halfway through a group meeting are the modern ‘office’ nightmares. Here are some tips for being a good Zoomer to prepare for the future of work.
Scheduling meetings ahead of time
Time management may not be as easy working from home. Zoom allows hosts to schedule meetings and send participants invitations ahead of time. By connecting Zoom to your calendar of choice, including iCloud, Google Chrome or Outlook, you can have appointments lined up in your planner and receive notifications upon the start of each session. This is particularly useful when you are constantly worrying about missing important meetings or losing the links and passwords you need for each meeting.
Picking your Zoom space
Much like many work-from-home guides suggested, it is key to find a dedicated, quiet space at home for office work, and Zoom meetings! It may not be a good idea to start your Zoom sessions in the comfort of your bed or sofa. The desk, dining table or anywhere you can place your laptop at eye level would be a better choice. Lining the camera too low may be unflattering while a camera angle from too high may come off as unprofessional. Setting up the laptop aligned to your seat with at least an arm’s length distance would be perfect.
From personal experience, it is also a good idea to make good use of natural light. Try placing your laptop by a window or so you are facing the window head-on, rather than having your back to the window. The sunlight can brighten up your video, making you appear more energized than you are. A desk lamp can also help if natural sunlight is not accessible.
And of course, avoid a busy and cluttered background to present yourself in front of. A plain wall or a neat bookcase would be a professional choice while anything that is reflective, like a TV screen or mirror, is not ideal. There is also the option to use a virtual background. But keep in mind to pick a non-distracting background photo.
If you can’t find a suitable spot, you can always opt for co-working spaces. Try the BOOQED app to find the best working space for you. BOOQED allows you to compare prices and provides workspaces to rent by the hour. The non-distracting, professional office-spaces are perfect for your business Zoom meetings.
Review your settings before the meeting
It is always awkward when everyone in your Zoom session can hear everything that is going on in the background at your home without you knowing. Before starting or entering a meeting, you can check your Zoom settings and make sure everything is in place. The “Mute microphone when joining a meeting” audio setting is a must to make sure you are not barging in with sudden sounds entering the call. For those of you who are not great at remembering names, the “always display participant’s name on their videos” setting is what you need in Zoom (and in real life). The waiting room setting can also be toggled off for private and large meetings so you don’t have to admit each participant individually. Zoom offers a “touch up my appearance” setting which softens the focus of the camera and lightly touch-up your skin. While facial filters may not be everyone’s cup of tea but it sure comes in handy for one of THOSE days.
Last but definitely not least, check your internet connection prior to each meeting. Freaking out and switching your wifi router on and off last minute before your very important business Zoom appointment is not fun. Take a few minutes beforehand to make sure your internet signal is not being dodgy or you are not setting up your laptop in a weak connection spot in your home. Bluetooth earphone users should do the same with their devices to make sure everything is connected and ready to go.
Non-Verbal Communication
Don’t you just miss the office and the good old days when you could read each other’s non-verbal cues and body language? Effective non-verbal communication is just as, if not more important in virtual workplaces. The tone of voice, posture, hand gestures and facial expressions can show engagement to ensure effective communication in the video meeting. We all know how internet connections can be sometimes. Lagging internet speeds often delay or make the audio or video disorientating and asynchronous. For that reason, try to slow down and work some pauses into your speeches, ensuring everyone time to listen and catch up. You can also pay attention to your sitting posture, especially when it is time for you to speak. A good posture can show your confidence while something like a slouching posture can reflect disinterest. Don’t be afraid to show a tad bit of hand gestures during your speech to spice up the stiffness.
Whether you're more of a speaker or a listener, it is important to make an extra effort to display active listening without interrupting other’s speeches in the virtual workspace. For instance, by nodding or showing a little smile, even the emoji reaction feature of Zoom can show understanding and engagement. That is much appreciated by the speaker so they know that they are not boring you to death. In short, whether you are speaking or listening in a Zoom meeting, take advantage of the non-verbal cues from the waist up!
It is easy to get overwhelmed and feeling lost with the ever-changing mode of working. Hope these tips for Zoom etiquette and practices can be helpful and serve as little reminders for successful and effective communication in virtual working environments. Don’t forget to download the BOOQED app on Android or iOS and get started with the wide selection of co-working Zoom spaces.
