- Do you use video conferencing in your workplace?

Many people do,

yet also many people report that it's distracting,

that it's hard to actually have a productive meeting

because of everything that's going on on the screen.

I find that there are two places

where we need to get the most from a video conference.

One is how we prepare

and the other is what we do during the conference itself.

First, in the prepare part,

we want to test the platform that we're going to use,

we want to test the equipment that we're using,

both video and audio.

We also want to send clear instructions to everyone

in advance about how to log in and access the platform.

We also want to make sure that we're sitting in a chair

and in a place where we're comfortable.

You may be sitting there for a while

and you want to make sure that you're relaxed

and able to focus.

Also, shut down any programs that are running,

perhaps in the background, that might access data.

This can actually gum up the flow of the video conference

and make it harder to see people.

And also, have all the materials that you need on hand

in advance, whether that's a report

or even just a bottle of water.

And finally, arrive early.

That gives you time to log in

and make sure everything's set up before the meeting begins.

Now, what about during the meeting itself?

One tip is to move the screen where you're looking at people

as close to the camera as possible.

This makes it possible for you to look people in the eye

or at least give them the illusion

that you're making eye contact.

Also, frame your head to the top of the camera screen.

That way you're using all the space

rather than putting it in the middle,

which is a mistake many people make.

Also, minimize or move into the background any program

that might be distracting.

We don't want to get our attention pulled away

to a spreadsheet that's unrelated

to the presentation at hand.

And also, imagine yourself in the room with people.

That will make it easier for you

to give body language and pay attention to the body language

of others that may be relevant during the presentation.

And finally, if you're the meeting leader,

as much as possible,

ask questions of all meeting participants.

That will help them feel like they have something to say

and want them to stay more involved in the meeting.

We can make video conferences

as effective as in-person meetings.

All it takes is a little tweak here and there

and a change of mindset.

(bright music)