Videoconferencing is an important tool in keeping employees connected, engaged, and productive. As remote work continues to be vital part of the modern workplace, understanding videoconferencing etiquette remains necessary for success.

Videoconferencing in the modern workspace

While videoconferencing technology used to be something only larger corporations could afford, it’s now accessible and affordable to both small businesses and individuals. The modern workplace today could not exist in the same way without videoconferencing. Video calls no longer require expensive equipment or room setups; participants can call in from their laptops or phones from anywhere with a strong internet connection.

Videoconferencing is used for a variety of purposes in the digital workplace, including weekly meetings, employee trainings, and job interviews. Employees from different cities can meet face-to-face without expensive or time-consuming travel, making it important for a modern workplace that relies on remote workers.

Benefits of videoconferencing

Videoconferences typically have more structure than casual workplace conversations, which can increase productivity. With clear start and end times, these meetings have less risk of dragging on and wasting time. Videoconferencing also saves time and money on travel. The need to travel across the country ― or even across the building ― for a meeting has been nearly eliminated. The ability to share files or screen share with the click of a button improves efficiency and collaboration among teams. Real-time collaboration can cut down on the normal back and forth of email.

Videoconferencing effectively connects remote workers and teams working in different cities and allows employees to work from home or have flexibility over their location without sacrificing workplace bonds. As the remote workforce grows, videoconferencing is a must. Although phone conferences are another option for the digital workplace, videoconferencing creates more engaging meetings. Facial expressions and other non-verbal cues that would be missed over the phone are key benefits of video calling.

Videoconferencing tips

Understanding videoconferencing etiquette is crucial to maintaining engagement during meetings. Leaders and participants both have a responsibility to behave professionally even when calling in from home. Whether you’ve been using videoconferencing for years or are still adjusting to video calls, these videoconferencing etiquette tips can help you feel confident in the digital workplace.

• Introduce yourself. Videoconferencing can make it more difficult to connect with your colleagues than in a typical meeting setting. Briefly introducing yourself at the beginning of a meeting can help form relationships.
• Mute yourself when not speaking. Unexpected background noise can be distracting regardless of the volume. Muting yourself when you’re not speaking allows everyone to stay focused.
• Wear work-appropriate clothing. It might be tempting to jump straight out of bed and on to a video call, but it’s important to look professional even in the digital workplace. Wearing work-appropriate clothing reduces distractions for others and yourself.
• Choose a good angle. Make sure your camera is not too close or too far away from your face so that people can see you clearly — your camera should frame your head and shoulders. Positioning your camera too low can be unflattering and distracting.
• Eliminate background distractions. When choosing a place in your home for a videoconference, keep your background in mind. Set yourself up for success by clearing the clutter.
• Use good lighting. Lighting that is too bright or too dim can keep others from seeing you clearly while on video. Having good lighting can make it easier for participants to stay engaged.
• Use the chat. The chat function is a useful tool if you have questions or side comments during the call, especially when someone else is speaking. This can limit interruptions and keep the meeting on track without missing out on any important information.
• Check your settings prior to call. Give yourself enough time before the call begins to make sure your video and audio settings are working correctly.
• Secure a fast internet connection. While there are steps you can take to improve videoconferencing with a lower-speed internet connection, a slower connection can make videoconferencing less than ideal. Fiber internet is fast and reliable, making it a good choice for people who frequently use videoconferencing at home.

Set yourself up for success by using these videoconferencing etiquette tips. Improving your understanding of videoconference etiquette with these tips will help you create engaging meetings, both as a leader and a participant. Video calls have become an essential component of the modern workplace and connect employees for regular meetings, project collaboration and virtual conferences. Digital meetings can be even more effective and productive than in-person meetings but following video call etiquette is imperative to keeping yourself and others focused.