Tag Archives: Video Conference

Nov2

What Is Zoom Fatigue And 3 Ways To Help Your Team Overcome It

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What Is Zoom Fatigue And 3 Ways To Help Your Team Overcome It

Fatigue, Merriam – Webster defines it as “weariness or exhaustion from labor, exertion, or stress.” Another more apt definition is “a state or attitude of indifference or apathy brought on by overexposure.” We’ve been constantly exposed to unprecedented disruptions that being tired is part of the new normal. This pandemic has left us in different states of fatigue that has spawned a few Covid-19 era terms such as: lockdown fatigue, Covid fatigue, and the newest addition to this trend, Zoom fatigue.

Due to remote work and virtual learning, the use of video conferencing platforms such as Zoom, Google Meet, Microsoft Teams, Skype, and similar platforms have skyrocketed since the beginning of the pandemic. The feeling of being anxious and overwhelmed, and generally being tired of jumping on back-to-back calls for work or for school has been coined as Zoom fatigue. This term was coined because Zoom has been the most popular platform. However, this can happen on any video conferencing app.

If you think you or anyone from your team (or even your classmates) is experiencing Zoom fatigue, here are 3 ways to overcome it:

Pad your calls

If you’re using a booking link at work, pad your calls 5 to 10mins in between. This will ensure that you get a 5 to 10min break in between video calls. If you don’t use a booking app, you can manually block off time in your schedule for short breaks. Be absolutely protective of this break and let everyone know that you’re serious about not taking calls during this time. Suggest alternative times for people who push back. If you absolutely can’t get out of back-to-back meetings, consider taking mini audio-only breaks by minimizing the window, moving it behind another application, or (if permitted) turning off your camera.

Practice the 20-20-20 rule

Constant staring at the screen makes us hyper-aware and self-conscious. Without visual breaks, our brain can grow fatigued. In order to refocus, you must also give your eyes a break by trying out the 20-20-20 rule. It goes like this: For every 20 minutes you spend staring at a screen (any screen), take 20 seconds to look at something that is 20 feet away. This optometrist-vetted rule can help reduce eye strain, relax the eye muscles, and improve your eye health. 

Stick to the agenda

If you are hosting a meeting, send a well-prepared meeting agenda beforehand. This ensures that everyone attending the meeting knows what to expect beforehand. It also helps to keep you accountable for sticking to the agenda and making sure it does not go overtime. An agenda also helps set the efficiency of the flow of the meeting and shows that you respect other people’s time.

If you’re attending the meeting, hold the organizer accountable for sticking to the agenda and suggest that you practice timeboxing if you suspect that the meeting can go overtime. 

Have you ever experienced Zoom fatigue? How do you deal with it? Share them with us in the comments. Remember to work smart and be a blessing to someone today. Stay safe and healthy!

Written by Jaie O. TheHelp

Aug23

10 Tips To Keep Your Video Calls Professional

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10 Tips To Keep Your Video Calls Professional

There are still a majority of people working from home. That means a lot of our work meetings, one-on-one coaching, and work catch-ups are done through video conferencing. Some of us may have challenges with maintaining professionalism since not everyone has the benefit of having dedicated work from home workspaces. Inevitable background noises, kids and pets on camera, and messy backdrops are par for the course during video conferences. Everyone understands the struggle and is more forgiving, under the circumstances. However, we must all strive to maintain virtual meeting etiquette in order to make video meetings a fruitful experience for everyone involved. Here are a few tips to ensure that your video calls will go smoothly:

1. Have an agenda

This benefits all participants as:

  • They can prepare for the meeting beforehand
  • They can set expectations of what will be discussed and for how long the meeting will last
  • They can set action items for points related to them on the agenda

2. Find a quiet place

First, let everyone in the household know that you will be on a video call. Let them know that you need this time to be free of noise and distractions. Then, find a quiet place to set up your gear. A private room with a door is best, but if not, a part of the house that is relatively quiet will do.

3. Eliminate distractions

Turn off anything that can make a background noise; fans, phones, a radio, the tv. Shut down the windows to eliminate outside noise. Make sure nobody can walk by and be seen on camera while you are taking a call.

4. Wear a headphone with a mic

Your laptop mic picks up all background noise and may not have the best audio quality. Buy a dedicated headphone with a mic. This will greatly improve your audio.

5. Test your equipment

Test your equipment BEFORE the video call. It would be a shame to not be able to attend just because of technical difficulties, so make sure to check your gear beforehand.

6. Turn off notifications

You won’t be able to concentrate on the meeting if someone keeps pinging your phone or if you are constantly getting alerts from social media. Turning off notifications is an easy way to eliminate one possible distraction.

7. Introduce yourself

It is good manners to let people know that you have joined the call. A simple “Hi everybody, it’s (name) here. Good to see you all!” will do.

8. Use the mute button

When it is not your turn to speak, put yourself on mute. This should be the norm for video calls with more than 3 people. Imagine hearing 10 sources of audio. Wouldn’t that be distracting? Make it easy for others to hear the speaker by putting yourself on mute when you’re not speaking.

9. Address participants by name

To avoid confusion about whom you’re talking to, address the person by name. But don’t talk over someone who is speaking. You can use the raise hand feature in some apps like Zoom.

10. Stick to the schedule

Don’t go over the schedule, follow the agenda and wrap up on time.

What are your video call etiquette tips? Share them with us in the comments. Remember to work smart and be a blessing to someone today. Stay safe and healthy!

Written by Jaie O. TheHelp

Jun22

How to Run Successful Video Calls: Your Burning Questions Answered

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How to Run Successful Video Calls: Your Burning Questions Answered

In today’s work climate, both newbie and veteran work from home employees have most likely replaced their face-to-face meetings with virtual meetings through video conference calls. Even WFH veterans would agree that they sometimes prefer just taking voice calls, especially since the probability of a child walking in on your weekly sales meeting is relatively high.

Since a lot of employees can’t go to face-to-face meetings, video conferencing has taken its place. There are a lot of benefits to video calls as opposed to regular voice calls. It can add a personalized touch to conversations because you can read facial expressions and some body language. It also keeps team attention in check.

However, it’s not easy to figure out the best practices when it comes to video conferencing. Employee manuals don’t exactly detail video conferencing protocols so we’re all left to our devices to figure out what’s taboo and what’s appropriate.

So, when is it appropriate to use video calls instead of voice calls?

  • If it’s a one on one meeting
  • When you’re giving/getting positive or critical feedback
  • If the issue needs a lengthy explanation
  • When you’re taking a temperature check on a team project and would like to know how everyone is tracking
  • When you’re introducing yourself to a partner, a team, a client, or a customer
  • When you’re introducing a partner or a team member to others

What tools should I use to run a successful video call?

  • A good microphone or headset: This is the minimum standard for all forms of communication, be it voice calls or video calls. One must have a good microphone or headset. Most headsets already have microphones built-in. The professional ones have volume controls, a mute button, and noise cancelling features. While all laptops already have a microphone and speaker built-in, you might want to get yourself a headset so that the other side of the conversation isn’t broadcasted throughout your house or co-working space.
  • A webcam: This separates a voice call from a  video call. Most laptops also have a built-in webcam but if you’re using a desktop PC, you might want to invest in a good quality webcam. Look for one that has autofocus and glare reduction features. Make sure to place your webcam in a well-lighted area but don’t place it against the light as your image will come across as dark and grainy.
  • A video conference platform: Zoom, Microsoft Teams, GoTo Meetings, Skype, WebEx, Google Meet, BlueJeans, Zoho Meetings, and RingCentral are just a few of these super-powered video conferencing platforms that can host multiple participants one video call. Features such as screen sharing and file sharing make it easier for teams to collaborate on a project.
  • A reliable internet connection: WFH employees should have a wired internet connection. Company information should not be accessed over an unsecured internet connection such as public Wi-Fi networks.

What should I wear?

Let’s face it, most of us are working in our pajamas right now. But for important calls and client calls, you should dress up and dress appropriately. You can always change out of it after the call. What are your video call best practices? Let us know in the comments. Remember to work smart and be a blessing to someone today. Stay safe and healthy!

Written by Jaie O. TheHelp