Virtual Conferencing Setup and Etiquette Boxes To Check

With more employees working from their homes and more meetings online, getting virtual conferencing setup and etiquette right is more important than ever.

Here are a few ideas that will make any conference both memorable and professional:

The Room Matters

Uncarpeted empty rooms can make for a distracting echo. A space that’s carpeted with furnishings makes for the best audio during web meetings and conferences.

If the room you’re planning on using doesn’t have a carpet, just put a rug down. That and a few pillows strategically placed can reduce any reverberation.

Let Participants Introduce Themselves

Organizers who are busy with virtual conferencing setup tasks might lose track of all the attendees. Getting everyone to introduce themselves at the beginning is a good idea.

If it’s not possible at the start, try to fit this in before the speakers and presenters begin. It’s a great way for everyone to keep track of who’s attending and what they are contributing to the meeting.

Good Lighting Makes a Difference

A badly lit room looks unprofessional. If you’re going to be sitting behind your desk, make sure that it has a light that will illuminate your face during the conference. One large lamp that can be adjusted to the daylight conditions to illuminate your features will work.

Allow For Chit-Chat

Allowing for a few minutes of casual conversation before the meeting starts can build up a rapport. Remember, there’s no real face-to-face interaction in a virtual meeting. Spending a few minutes before one starts catching up or just bantering about what’s going on in the office can boost engagement.

Take Advantage of The Laptop

Taking notes during important meetings is extremely hard if you’re trying to balance your smartphone at the same time. A laptop or desktop is a better idea because either one also supplies a more stable image.

Test The Tech

It’s impossible to avoid technical issues all the time. However, testing your application well before the meeting reduces the chances of having any problems during the event. With Zoom, you’ll need to make sure that you’ve granted screen sharing and properly set up audio access and webcam permissions. This can make a difference if you need to restart the program or your computer.

Finally, virtual conferencing setup means looking after all of the details including raising your webcam to eye level.