Video conferencing: best practices for hybrid teams
These days, with the pandemic on the wane, companies are shifting from completely remote to hybrid work. This means that their employees either choose days for working remotely, or some of them stay in the office and the rest work at home.
However, video communication services haven't become less popular. On the contrary, it has now become even more important to properly organize teamwork and communication through them.
So when it comes to online conferences, sticking to a few best practices can help make your hybrid team more efficient and ensure everyone is on the same page.
5 tips for staying productive in the office workplace
Video conferencing has become an indispensable office tool, as it allows for real-time communication with colleagues and clients around the world. However, the use of this technology, given all its advantages and disadvantages, can disrupt the workflow if not handled correctly. Here are some tips for using video conferencing in the office workspace:
1) Get rid of office distractions
There are few things more frustrating in the workplace than trying to focus on a call when someone nearby is talking loudly on the phone or the fax machine is ringing down the hall. To stay productive, it's important to find ways to control audio distractions and background noise in the office. One way to do this is by using a quality headset to tune out unwanted noise. Headphones will not only help you focus on the conversation, but also increase your productivity.
2) Organize your workstation
Make sure you have a dedicated video conferencing workspace. This means having a clear space in front of you, with nothing blocking the camera or microphone on your computer. If possible, try to arrange the room so that the background also looks accurate. Fortunately, modern apps, like Whoosh or Zoom, come to the rescue with their virtual backgrounds. Additionally, ensure you have all materials you might need during a video conference call ready and within reach: pens, paper, laptop, and other office supplies.
3) Schedule wisely
When planning a virtual meeting, you should take into account a few essential things. First, check everyone's availability before scheduling a call. Remember about the difference in time zones and working hours of remote participants. Second, try to keep video calls as brief as possible. The perfect length is no more than 30 minutes, and preferably less. By keeping meetings short, you waste less time talking and can devote it to more important tasks.
4) Prepare in advance
Make sure you are well-prepared for the meeting and have all the necessary materials ready to go. Moreover, remember to test your equipment beforehand. There's nothing worse than being in the middle of a meeting and having your audio or video cut out. Also, check your internet connection. If there are any bandwidth issues, they'll only be magnified in a video call.
5) Pick the right tool
There are a variety of different video conference tools on the market. Pick the one that best suits your team's needs. Some apps are more suitable for small gatherings, while others are better for large-scale virtual events. It's a good idea to test out various services before your video meeting to ensure you've chosen the right option and that everyone present is familiar with using it.
5 tips for effective work from home
1) Keep an eye on self-management
It may seem that working at home is quieter and calmer, with fewer distractions and people around. But that's not quite true. What about your beloved dog? And that alluring couch? Music wouldn't hurt, either. That's why it's so important to organize your workspace at home properly. Minimal distractions, a strict schedule, and no unwanted sounds. A clean desk, a quiet and peaceful place, just like in the office.
2) Dress appropriately
Dress up for video conferencing to project a professional image and feel confident during your meeting. Dress as if you are meeting in person, which means wearing clothing that is neat, pressed, and tailored. You never know who might be on the other end of the line, and you want to give a good impression. No pajamas or formal tops and homey bottoms. And even if you have to get up from the desk, you won't have to worry about those funny shorts hiding under the table.
3) Test your equipment
Before your next video conference call, check your equipment to make sure that everything is in working order and functioning as it should. This will help to ensure a successful meeting and avoid any embarrassing technical difficulties. Remember to test the audio and video quality in advance, as well as your internet connection, to be sure you can see and hear other participants clearly.
4) Set boundaries
While video conferencing is an excellent way to keep in touch with loved ones, it's important to set boundaries to maintain a work-life balance. When working from home, designate specific times for virtual meetings and stick to them. During other times, make sure to put away all work-related materials and focus on spending time with family and friends. And, as tempting as it may be, try not to take work calls or check email during downtime. By setting some simple boundaries, you can enjoy your work-from-home routine.
5) Use secure video conferencing software
Conference calling services are a vital part of facilitating successful video conferences. By using a quality platform at home, you can ensure that your call is clear and lag-free, allowing all participants to be heard and seen. What's more, a good app should offer features like chat and screen sharing, which can come in handy during collaborative meetings. To get the most out of your working from home, be sure to choose software that best meets your needs. Don't forget to check its security tools, a good app should protect all your data every second you're online and offline.
Many options, one solution
As you can see, there is one similar item in both sections. We are talking about the video conferencing app.
How to choose an ideal option?
When it comes to video meetings, everyone has different needs. That's why it can be tough to decide which app is right for you. To make things easier, we've compiled a list of the best video meeting apps out there.
1) Zoom: Zoom is one of the most popular picks for online calls. It has all the features a modern business needs and is very user-friendly.
2) Skype: Skype is the pioneer of online calls, and remains one of the most reliable and convenient options for easy, instant communication.
3) RingCentral: RingCentral provides an all-in-one solution with smart tools, team messaging, HD video and audio calls for businesses of all sizes.
4) Google Meet: Google Meet is a hassle-free video call service for businesses that allows you to connect with colleagues and customers without worrying about compatibility issues.
5) Whoosh: Whoosh is our top pick for video meetings. It has a bunch of AI-driven tools that transform video conferencing into an engaging and truly comfortable process.
Video conferences are a great way to save time and money, but only if they're well-executed. By following our helpful video conferencing tips, you can be sure your next virtual meeting will go smoothly and that everyone will stay productive and focused. For a smart meeting experience, choose Whoosh. We offer an intuitive platform with great video and audio quality that makes online communication a breeze.