Five TelePresence Etiquette Guidelines

Posted by KBZ Blogging Team

Answers.com defines business etiquette as “generally accepted behavior.”  Because following proper etiquette clarifies rules and roles, it can often improve communication. As in other instances where businesspeople converse, following proper etiquette could help to make TelePresence sessions, supported by products from TANDBERG, now part of Cisco, more productive and enjoyable.  Below are some video conferencing etiquette guidelines…

Have an Agenda and Follow It

In order to prepare for a meeting, participants need to know ahead of time who will be present and what to expect. So session leaders should devise a well thought out, clear agenda to ensure success. The meeting goals should be reviewed at the start and end of the session. Taking such a step helps to ensure that information is clearly conveyed and everyone walks away from the meeting content.

Dress Appropriately

Some individuals may be joining a conference remotely, but that does not mean they are on vacation. Participants should dress as if they were going to a meeting in person. There should be some color contrast between the background and the participants. If the room color is white, a person wearing a white shirt will blend in, be bleached out.  Ideally, participants should wear solid shirts — preferably a pastel color.  Colorful patterns create a lot of work for the camera and may not transmit well, especially at non-broadband speeds.

Be Sure Everyone Knows One Another

In large companies, individuals often may not know one another either by name or by face, never mind if meeting a client over video for the first time. So, when beginning the meeting, the host should have all participants introduce themselves and present a snapshot of their role in the company.  This can eliminate confusion that may come later as individuals think back over the meeting, and formulate follow-up questions.

Pay Attention to the Speaker

In today’s fast paced, multi-tasking workplace employees often try to accomplish as much as they can during the day.  However, texting or making phone calls during a session sends the message “I do not care about what you have to say” to the speaker. Participants need to demonstration engagement in what is being presented.

Don’t Create Distractions

Video conferencing equipment has become more sophisticated, which means it can pick up more noises than ever before.  So be mindful to refrain from nervous habits like clicking fingernails on the table, tapping pens, swaying in chairs or rustling papers.  Also remember to turn off beepers, alarms and cell phones.  Try to not leave the room unless absolutely necessary (make your run to the bathroom before the session starts).

Companies invest time, money and energy when holding video conferencing sessions. Following these basic rules will help organizations maximize the experience for all of those involved in the presentation.

Paul Korzeniowski, KBZ Blogging Team