The Hindu Business Line : Tips to better video communication

You did it. You bought a webcam and are ready to join the millions of savvy people already taking advantage of video communications over the Internet. Now you can talk to anyone, anywhere in the world, just as if they were sitting in the same room with you.

While this technology opens up many possibilities for keeping in touch with distant loved ones or communicating with key colleagues, video communication presents a perplexing new set of etiquette rules that you’ll want to know before jumping on to your first video call.

Conference calls are becoming more and more common and everyone needs to know how to handle them. To avoid embarrassing “captured on video” moments, consider the following 10 etiquette tips for a successful, stress-free experience:

Forget what you’ve been told – looks DO matter. Before joining a video call, comb your hair and make sure your clothes are clean at the very least. Avoid bright colours or patterns that may make the person on the other side difficult to focus. Put your best face forward. Check for flyaways, spinach in your teeth and ladies – sloppy makeup is a no-no. Be mindful of your manners: introduce yourself, speak clearly, don’t interrupt.

Be cautious of body language. Remember, others can see you. Eye-rolling or snickering in response to the most asinine comments won’t go unnoticed. Avoid tapping your pencil or drumming your fingers on the desk.

No food allowed. Munching is inappropriate in any conference, more so in a video-conference where all the participants can see you. This can irritate them and make the conference less productive.

Use the best VoIP video calling service. Skype ( www.skype.com) is an easy-to-use piece of software that enables free video calling over the Internet.

Try not to look distracted. Avoid checking your watch, reclining with your feet up or doodling on your notepad. Don’t interrupt or distract others when they are talking.

Can you hear me now? Ask the people at the other side if they can hear you. Use a headset or a webcam with an integrated microphone if not, other participants may not be able to hear you. Speak in your normal voice. Have them introduce themselves to be sure that you can hear them.

Be aware of your surroundings. Make the conferencing area presentable. Watch out for distracting or inappropriate background items, such as a shirt draped over a chair or strange artwork. They could make you the topic of tomorrow’s water-cooler gossip. Do not have babies screaming or your dog barking during a video conference call. If it is not possible to be away from the noise, mute your phone whenever you are not the one speaking.

Limit background noise. For the best audio results, conduct your video call in a quiet environment. Like in a normal meeting, try to avoid side conversations. Mute the microphone before moving it during a meeting. And of course, turn your phone off — not just on silent — to avoid any kind of feedback!

Check the lighting. To ensure the best video quality, find a well-lit room and try not to sit with your back to a window during daylight hours. Close the curtains of your windows. Daylight may conflict with the lighting required.

Most important, regardless of whether its work-related or catching up with friends, treat the experience as though you’re actually in the same room with your friend or colleague. Then be yourself and your video conversations will always be a success.

Happy video calling!

(The writer is Regional Director, Asia Pacific Business Markets & Director, South Asia, Logitech.)