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Video Conference Do's, Don'ts and Other Pitfalls to Avoid

By: Otesaga Resort Hotel / 21 Apr 2020

Video Conference Do's, Don'ts and Other Pitfalls to Avoid

During the COVID-19 crisis, many businesses have turned to videoconferencing as a way to keep things running as smoothly as possible. It's also been a useful tool for organizations to continue their meetings and annual conferences that were previously scheduled. As we all navigate this new terrain, here are some tips to keep in mind if you're new to the world of virtual meetings.

Create Your Space

Setting up a dedicated space for your meeting is important, even if that space is at the kitchen table or your child's room! It may not be realistic to perfectly recreate your work space at home, but making sure you have the things you need - for example, a notepad and pen if you like to take notes during a meeting - will be helpful in making the transition to working at home. One crucial consideration in choosing a space is where your home wi-fi signal is strongest. Every house or apartment has their quirks, so take time to figure where you have the most bandwidth before your meeting. Wherever you set up shop, make sure it's comfortable if you'll be sitting for extended periods of time.

Meeting Tips

Videoconferencing lays bare many things we take for granted with face-to-face communication. For instance, it's easier to pick up on cues to when someone is finished speaking or when someone has something to add to the conversation. Be patient as your team finds their rhythm; for some people, this is their first foray into the world of virtual meetings, so there is bound to be confusion and unintentional interruptions. Choose a point person to run your meeting, someone that other team members can signal to when they need clarification or have information to convey. Of course, one of the biggest tips to keep in mind during your meeting is muting your microphone when you're not speaking! The background noise in your home might not register with you, but it can be distracting to your fellow team members as they try to follow the conversation.

While video conferencing has been crucial during this challenging time, many people are looking forward to returning to in-person communication. The Otesaga looks forward to welcoming groups for meetings and conferences when time is right. Our gracious hospitality and serene lakeside views will be here, as will our experienced staff who will help you plan a memorable event for your team to enjoy together.

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