“Should we set up a Zoom?” “Let’s Zoom.” “Will it be on Zoom?” “Ugh, another Zoom.” “How do I know if I have a Zoom account?” “Want to jump on a Zoom?”
Zoom. The cloud-based videoconferencing service is everywhere. Whether it’s Zoom, Webex, GoToMeeting, Skype, FaceTime, or any other similar service, we’re relying on this technology to stay connected in our professional and personal lives.
The COVID-19 pandemic has changed how we live. Some have swapped out the conference room for working from the couch in slippers. What hasn’t changed, though, is the work that still needs to be done. If you were headed into an important meeting or interview, what would you do to ensure that you’re bringing your A game? Why would a meeting via Zoom be any different.
10 Helpful Hints = Zoom Success
1. It’s best to do a test run (or two). Schedule with a colleague, a friend, or family member. If it’s in preparation for a formal digital meeting, then invite other moderators and speakers to the test run. Rehearsal dinners are a thing for a reason. Try a test run; it’ll help.
2. Be “extra” prepared. You’ll be in meetings, interviews, and webinars. It’s all familiar stuff, but with a new technology component. Preparation will help you to feel more comfortable and confident, which will create space for you to pay extra attention to the platform until it feels as natural as possible. So, see step #1.
3. Know your tools. Figure out what the platform can and can’t do early on, so how you present yourself and any materials are as user-friendly as possibly. Actually, go back to step #1.
4. Avoid distractions. Are you too close to the camera, so the rest of the team your meeting with can only see your nose and mouth? Is there a window behind you, causing you to look like a shadowy, faceless figure? Review step #1.
5. Audit your environment before joining. Is there a noisy air conditioner next to your desk? Take the call from the den instead. Is there construction going on outside of your apartment window? Grab your laptop and head to a different, more quiet area of the house. Investigating for and eliminating any environmental noise source should be done before the call. In fact, visit step #1.
6. Get the updates done early. These telecommunications services are always making improvements and changes. If you’re proactive about the updates, you’ll avoid missing the beginning of the meeting while your computer updates and restarts. Test runs helps to address that, so just go with step #1.
7. Practice interacting with the camera. This one is especially important for the individual who will be in a presenting role. It sounds great to some – speaking to an empty room. However, all that body language, all that nonverbal communication that an audience provides, can be really important when it comes to style, pace, and delivery. It takes a lot of work to master the art of public speaking without being able to check-in with the public. Practice helps. In order to practice, see step #1.
8. Pay attention to the housekeeping items. It’s likely that the organizer will provide a list of guidelines and expectations in the first 10 minutes. During in-person meetings, this is where the fire exits, lavatories, and break time directives come up. At the start of an online meeting, you’ll receive instructions about muting the line, whether cameras are on or off, chat function usage, and other housekeeping items. Be aware of those expectations. To become adept at toggling features on and off, revisit step #1.
9. Avoid the silence gaps. Sometimes an interactive digital meeting can feel unnatural. If you’re looking to spark dialogue or prompt conversation and keep it going during a digital gathering that features panelists or speakers, strategize ahead of time. Participants, speakers and listeners, will appreciate it. Even better, check out step #1 for this.
10. Give yourself credit. This is new and different, which can be challenging. With more practice, you’ll increase your confidence in the digital space. What can you do? Yup, you guessed it. See step #1.
