Tips for Running Web Meetings for the New Remote Workers

I hope you are doing well during this crazy time. Conference rooms are empty. On the wall is the monitor and the camera that was used to bring the remote workers into the physical meeting room. If you had someone running the meeting that was a remote worker, it was probably going to be run very well. If you have someone that was used to being in the office every day, it was probably going to be run less than well. This has nothing to do with skill or competencies, but everything to do with experience and developing new capabilities as many of us that operated remotely for years had to figure out on our own - yes, we either watched the videos, read the help screens, or messed it up so many times we finally figured it out.

As someone who had to do, and still does, a lot of work virtually, I thought I would share a few tips to make your video chats and conferences go smoother (Zoom, Webex, RingCentral, Skype, etc.). There are a lot of you that have been thrust into this because of the circumstances and the learning curve is steep. Also, if you have a question feel free to reach out to me as I am happy to volunteer my time during this crisis to help work through any issues you might be having. In the spirit of David Letterman's Top 10, here you go on "Things to Know When Setting Up Your Video Meeting:"

10. Mute Participants on Entry: This is usually a check box or button and keeps the background noise to a minimum. They can unmute for a question but this is the biggest issues that drives people crazy. Note, you can also usually do a mute all before you start as well in case someone has unmuted on accident. Note, if during the call this happens usually the system will show you "B.Merrill is talking" or they pop up on the video screen - indicating an open mic.

9. Sharing Material on Screen: Try not to share your whole screen but just the application (e.g. PowerPoint) you want to use. You may get a surprise by someone taking a screenshot (especially if recorded) off your email inbox as you change screens.

8. Turn off Notifications: If you are still using the Outlook Mail notification that pops up each time you receive an email, turn it off! Then, in a week when you realize your stress level is reduced, make a $25 donation to a charity. Also, you don't want something embarrassing to pop up on the webcast.

7. Sharing by Attendees: Turn this off. Only give this permission to someone you trust or has a need for it. This is especially good to avoid practical jokers causing problems.

6. Chat: Learn how to use it to get comments and questions to you. If there is the Q&A feature, use that as has better post call download information. Also, many have a hand raising feature or other indicators to ask a question or having a problem.

5. Record: If you need to record this, be sure to have this started and ready to go. Usually takes a few minutes if you are recording to a server, so what I like to do is start the recording then pause. Also, have an intention for the recording, don't just do it because.

4. Link Attendees: Sometimes people will use their laptop to connect to the video conference but will use their phone for the audio. So they connect with two screens, versus their video and phone being in sync. This is annoying so make them figure it out OR create an instructional slide for the start of your presentation.

3. Join Before Meeting: Risky depending on maturity of the group so you may only want them to join when you are in the room.

2. Check Your Video and Audio: People are intrigued by what is in the room where you are. Either use a fake background, or, do a quick scan to be sure anything you don't want to the world to see is hidden. Note, this is a good time to remind your significant other and/or children that clothing is required during daylight hours. Be sure you have a good headset or earpiece and that you have set it up on the program you are using. Just because you can hear your YouTube video from the laptop does not mean the audio is set correctly. Test first.

1. Expel: Learn how to throw someone out of the conference. The eater, the unmuter, the heavy breather, etc. If you have tried to mute them or they just don't get it, learn to toss an individual attendee. They can still get back in. Reason I learned this was at a prior organization the phones would beep if you put the line on hold. So a specific person would call in on the conference, would put it on hold to take another call, and the entire conference would been interrupted by a beep every few seconds. Horrible, especially with volunteers or customers on the call. Remember in #10, you can see who the offender is and kick them out for the good of the many!