By Julie Humbel-Courtney, OCPA Annual Conference Chair/Associate Director of Student Engagement for the Honors & Scholars Center at The Ohio State University
We have all been thrust into the "new normal" of telework and video calls and meetings. Apps such as Zoom, Google Hangout, Google Meetings, etc. may have rarely been used pre-quarantine and now have been a daily occurrence for most of us. Some of you may be wondering how to make the most of these apps. Therefore, I decided to search the web for the latest tips and tricks for making the most of your remote meetings. I have narrowed them down to 10, and they are in no particular order.
- Keyboard Shortcuts: Many of the different apps allow for you to traverse settings without using your mouse, allowing for smoother transitions. For example, in Zoom, holding down your spacebar will unmute your microphone. Release the spacebar, and you are on mute again. Explore the apps settings and controls pages for a list of available shortcuts.
- Looking Your Best: Viewing your image during a video meeting is distracting. Looking your best may be one way you can limit distractions. Having light in front of you is best. Lighting placed behind you casts shadows, so do your best to have a darker background.
- Beauty Filter: If the lighting fix does not do the trick for you, many apps have a "Beauty Filter" you can use. In Zoom, you can use this feature by clicking on Video Settings and then click Touch Up My Appearance.
- Gallery View: This view allows for everyone in the meeting to be seen. This view helps gauge the effectiveness of communication present in the meeting. Interpreting non-verbal communication is challenging via a video call, but using the gallery view can help you assess the emotion of your audience.
- Feedback Breaks: In addition to using gallery view feature during video calls, scheduling in feedback breaks or Q&A breaks into your meeting agenda allows for clarification on communication and engages your participants.
- Poll Questions: Keeping participants engaged during a video call is another challenge of conducting remoted meetings. Many of video apps have functions that allow the hosts to poll/pose questions to the audience. Chat functions can serve as a repository to chronicle questions that arise during a meeting. Questions can then be answered during the feedback breaks.
- Limit the Time: Video calls/meetings are exhausting for many reasons. It is then optimal to ensure that sessions do not last longer than 90 minutes. Experts say 60-90 minutes work best.
- Get Permission: It is necessary to ask permission of each of your participants before you record or take a screenshot of a meeting. Many apps will automatically inform and request the consent of each participant before recording.
- Host Is Last: If you are the meeting organizer or host of the meeting, you should be the last one on the call. Allowing for every participant to close out of the meeting before you log off is another opportunity for others to provide necessary feedback.
- Zoom Parties: The video conferencing apps are not only for work but can be used for fun. See this LA Times article for some tips to help you use the apps to stay connected to family and friends.
Adams, S. (2020, April 22). Zoom meeting etiquette:15 tips and best practices for online video conference meetings. Penn Live. https://www.pennlive.com/coronavirus/2020/04/zoom-meeting-etiquette-15-tips-and-best-practices-for-online-video-conference-meetings.html
Clark, P. (2020, April 26). A guide to modern manners in the age of Zoom. Financial Times. https://www.ft.com/content/5d9adb0a-8542-11ea-b555-37a289098206
Kircher, M.M. (2020, March 27). Zoom etiquette from Emily Post’s very chill great-great granddaughter. Vulture. https://www.vulture.com/2020/03/zoom-etiquette-best-coronavirus-video-chat-tips.html
Roy, J. (2020, April 20). How to have Zoom parties that are actually fun. Los Angeles Times. https://www.latimes.com/lifestyle/story/2020-04-20/zoom-party-tips-etiquette-virtual-hangout-ideas-fun-game-night
Zoom (n.d.). Hot keys and keyboard shortcuts for Zoom. Zoom. Retrieved April 27, 2020, from https://support.zoom.us/hc/en-us/articles/205683899-Hot-Keys-and-Keyboard-Shortcuts-for-Zoom