1. Mute yourself when not speaking.
Even though you may not be speaking and think you're being quiet, most microphones can pick up minor background noises, like coughs, sneezes, or typing. These sounds can easily distract other video conferencing participants and potentially even cause annoyance.
Let's say you're typing during the meeting to try and get work done. While you may be able to get away with it, you might not want your boss calling you out for not paying attention. Make it a practice (out of common courtesy to your colleagues) to mute yourself whenever you're not talking. For most video conferencing software, it's as simple as a click of a button.
2. Be on time.
This one should be standard with any meeting, video or otherwise. However, when you're dialing in to a video conference, it's especially important. While you might be able to get away with sneaking into a physical meeting late, everything is more visible in a video conference.
Eye contact is extremely important during a video conference, as you want the person or team that's conferencing in to feel engaged. When you walk in late, you'll be making noise and distract anyone who is speaking in the room. This can result in confusion and stoppages. Additionally, when you're on time for a meeting, it'll make getting set up with technology easier and less painless so the meeting can start on time.
3. Ensure your technology works correctly.
You don't want to have to delay a meeting with an important client because your video conferencing system isn't working properly. You need to do a few test runs with internal employees before trying to land the next big investor. Find someone willing to help, and make sure you understand the process fully before starting your first video conference. This will make sure everything runs smoothly during the real thing.
4. Use technology to fully engage remote participants.
You want your remote video conference attendees to feel like they can participate and are truly a part of the meeting. The 2019 State of Remote Work report found that interruptions and being talked over are two of the biggest meeting challenges for both remote and on-site workers.
Luckily, there are newer and smarter hardware options than ever that can make video conferences run smoother. Our very own Meeting Owl is a 360º camera, microphone, and speaker that uses smart technology to visually highlight the active speaker while simultaneously showing a panorama of the room. This creates an organic, conversational atmosphere that engages remote participants far more than a simple webcam setup.