Is That Spinach In Her Teeth?

by Judy Haveson, VOLLMER New York

Do you multi-task while on a conference call? Do you constantly ask the person to repeat their question because you are not paying attention? Do you ever put the call on speaker and go down the hall to get the document you just printed? If the answer to any of these questions is yes, join the rest of us!

Now imagine if we did all these things, but the meeting is over video. We are all so busted, not to mention downright rude in the eyes of co-workers, clients and other meeting attendees. Welcome to the world of video conferencing.

In fact, now more than ever video conferencing has big benefits for business during a troubled economy. The Association of Corporate Travel Executives (http://www.acte.org/) recently said that 71 percent of its member companies were planning on spending less on travel this year compared to 2008. In order to still have face-to-face meetings more companies are turning to video conferencing and online training*. Not only are they slashing travel costs, but improving their “green” footprint. Reducing travel is forcing employees to learn a whole new set of meeting etiquette. And if you’re one of those “mute button, multi-tasking” conference call attendees the following are must-read tips and advice for participating in video conferences.

• Dress appropriately – you wouldn’t attend an in-person meeting dressed in your sweatpants so don’t think it’s a good idea for a video conference either. Proper business attire is a must, as with any in-person meeting. Along these lines, consider NOT wearing bold colors, stripes or other crazy pattern or dangling earrings that might interfere with the monitor or make it hard for other viewers to focus.
  
  
• Finish your meal – it’s usually a good idea not to eat during video conferences so everyone doesn’t see what you’re eating…or how you eat it. You never know when there will be something in your teeth that will now be magnified in HD quality for the entire room to see.
  
  
• Don’t use the video camera as your mirror – more awkward then looking straight into a camera and seeing your face in a large monitor is having others look at that same person fixing their hair or makeup and wondering if they look okay in front of an entire room of people. Check yourself before the meeting.
  
  
• Look them in the eye – as with all meetings, if you’re speaking look at the person you’re addressing, whether it’s to the group through the camera or those in the room. And if you’re listening, look at the camera, otherwise you’ll appear to not be paying attention.
  
  
• Mind your manners and use common courtesy – be prepared, be on time, pay attention, don’t check the Blackberry or work on another project, and don’t leave the room…everyone will see you!
  

Video conferencing can cut costs, improve productivity and communication but, like any other technology, it must be used properly. Following these basic guidelines will go a long way toward making all your future video conferences a success.

*For more on online video conference training, contact Tony Shelton at Shelton & Caudle Communication Training & Crisis Counsel, a division of VOLLMER.