Do's and Don'ts for Successful Video Calls

Rules of Etiquette and Tips for Video Calls 

In times of Corona, one aspect has become an imminent part of our everyday working life: the video call. In the countless conferences that have taken place since the beginning of the pandemic projects were discussed, team meetings were held, and training courses were brought online. Errors and problems can emerge that previously were not relevant during direct contact with customers, colleagues, and employees. 

In the following article you will find out how you can safely get through video calls and not only appear confident, but also interested and competent to others. 

Why is it so difficult to communicate via video call? 

You might think a video conference via Skype, WebEx, Teams or Zoom works just as easily and smoothly as a personal conversation or telephone call. The only difference is that you depend on a stable internet connection. However, in a digital conversation that not only takes place auditory, i.e. via the ear, but also visually via the camera, misunderstandings and confusion can occur much more frequently than one might think at first. This becomes particularly clear when interlocutors do not know who is about to take the floor, whether the conference partner has already completed their statement or if attendees have even listened to the conversation to begin with.  

Participants who find it difficult to concentrate, who are distracted or who simply do not want to take part in the conversation have a high risk of disturbing others, artificially dragging out the conference or annoying the other people in the call due to a lack of interest. 

In a video conference it is even more important than in a personal conversation, to clearly show the virtual counterpart that you are listening. This is possible, for example, through the following measures: 

Basic rules for the video call 

1. Be punctual, even in online meetings 

As with a face-to-face meeting, in a virtual room it is also important, along with a sign of politeness and respect, to be on time. The prerequisite for this, however, is that the technology being used works. Therefore, before each online meeting, you should check whether the access link, the Internet and (if used) the headset, are all working properly. If, contrary to expectations, there is a delay, inform the organizer immediately. 

2. Introduce yourself to the other participants in the conversation

In this case, too, it is about a gesture of courtesy that is common in personal contact. If you do not yet know someone or all participants in an online meeting, the first few minutes should be used for a short round of introductions. If you are the host of the meeting, introduce the invited participants directly to each other. 

3. Integrate yourself into the conversation and give regular feedback

Especially when there are many people in the meeting, individual participants are quickly no longer noticed if they do not participate in the conversation. Therefore, you should provide regular feedback on what has been said and ensure that other people feel that you are listening as well.

4. Ask if you are unsure

Just as it is necessary to get involved in the conversation, it is also relevant to ask if you have questions about individual topics or statements. This shows your interest and is in no way a reason to be ashamed. It is also important to give feedback in good time if you have not heard other participants in the video conference. 

Use your voice and facial expressions correctly in video calls.

Depending on the technology and tools used, the quality of the image and sound in a video conference can fluctuate. Therefore, it is important to pay attention to your own facial expressions and voice. Make sure to ask the other meeting participants right at the beginning of the conversation whether they can understand you well. You can regulate your microphone or headset directly if necessary. To make the most out of your voice and facial expressions, you may find the following tips useful: 

5. Speak loudly and clearly

Try to speak slowly, clearly and as dialect free as possible so that everyone in the video call is able to understand you. In addition, try to find out whether the volume of your voice is perceived as comfortable. 

6. Take breaks and let the other person finish speaking

Give other attendees the opportunity to intervene in your comments, ask questions or take notes. This is fairly easy to do with carefully selected speaking pauses. Conversely, you should not interrupt the person speaking unnecessarily and instead wait for these breaks. 

7. Use the mute function when you are not speaking

Not every participant uses a headset in video calls. Therefore, it can happen that a reverberation occurs if each user listens to the sound through the loudspeakers of their device and does not mute their own microphone. In addition, there may be annoying background noises that can upset the speaker or presenter causing a disruption to the professional atmosphere. Incidentally, this does not only apply to background noise, but also while you are drinking a glass of water or need to cough. It is best to set your microphone to "mute". 

8. Make sure you have a friendly expression and look into the camera 

Since subtle changes in facial features and the entire body language are only partially visible via virtual meetings, you should regularly check your own image during video calls. If possible, it may be a good idea to practice in front of a mirror how different facial expressions can affect your counterpart. A consciously used facial expression, a friendly smile, or clear movements, such as a nod or a shake of the head make it easier for the interviewees to see how you feel about the discussed topics. 

Pay attention to the ambience during the video conference 

If you invite a guest or hold a meeting in your company, ensure that there is a pleasant atmosphere, clean tables, and a tidy environment beforehand. Even if each participant sits in their own room during video calls, it is best to ensure that the background, which is visible to everyone, exudes a certain professionalism. This can be done by taking a few simple measures: 

9. Before video calls, clean up your video’s backdrop  

It may sound logical, but it cannot be taken for granted. Therefore, our tip: tidy up and organize your office or the room that you use for all video conferences. 

To do this, check which section of the room attendees can see and remove, for example, used dishes, clothing or private items such as children's toys, etc. If this presents as a challenge, you can use the preset backgrounds of meeting tools such as Skype, WebEx, etc.. Here for example you can, select a blur effect for your background, which ensures that the room behind you is blurred. This also has the advantage that you stand out better from your background and the focus is therefore on your face. 

10. Provide suitable lighting conditions

Depending on the time of day and the location of your device, your face may be exposed to excessive light or the entire area may appear too dark. Here as well, a quick check with your webcam is recommended in advance. If you have the impression that your face is too bright, for example, draw the curtains or use existing blinds to minimize exposure to the sun. If the room is too dark, provide an external light source if necessary, e.g. a floor lamp. In a dark room, refrain from exclusively using screen lighting, as this overexposes your face and creates a reflection in the lenses of those who wear glasses. 

11. Wear appropriate clothing for the occasion

We've saved the most obvious tip for last. Since more and more videos of clothing faux pas have been circulating in online meetings in recent months, everyone should be aware that a video call does not automatically mean that you can sit in front of the screen in your pajamas or even naked. Make sure that you have appropriate clothes on for the occasion and are wearing proper pants or a matching skirt. As there is no guarantee that you won’t have to get up during the call and move around the room, it is vital to be prepared for any circumstance. 

The bottom line on basic rules for every good video call: 

With a few simple steps you too can be a pro in holding virtual meetings. It is always important: stay authentic, respectful and try to speak in a way that is easily understood by other participants and make sure to let them communicate as well. By following these tips, nothing stands in the way of a successful online meeting.