• Recognize the advantages and disadvantages of using video to communicate in business
• Understand how to improve video communications
• Understand when and how to use screen sharing tools effectively in a business setting
• Recognize methods for using screen sharing tools effectively

Using Video Communication in Business

The COVID-19 pandemic fueled the adoption of video conferencing with platforms like Zoom, Google Meet, and Microsoft Teams. If you work for a large corporation with sites all over the country or the world, it’s quite likely that you’ll be using video conferencing regularly, especially as you get more experience and work with colleagues who are far away. 

When to Choose Video Conferencing

Video conferencing is beneficial in the following situations:

• A team or committee is meeting for the first time and can’t meet in person. Your new team members will be much easier to remember and differentiate if you can put faces to their names.
• The issue at hand is emotional or sensitive, for example, discussing layoffs, discussing employee reviews, conveying and discussing bad news, and conveying and discussing especially good news. Reading each other’s expressions will be helpful in getting through the most difficult parts or celebrating the happy ones.
• There are team members who tend to dominate the conversation. Seeing others’ faces can have the effect of toning that team member down without a leader or host having to say anything.
• Your team tends to talk over one another on audio calls. Because on a video call, everyone can see each other’s faces, it’s easier to read the signals when someone is not finished speaking or is about to start. This can minimize interruptions.
• Products, demonstrations, or locations have to be shown and video files or still pictures are insufficient or unavailable.

The more sophisticated the technology, the more likely you are to have bumps along the road to getting it working, at least initially.

You may be joining the video meeting from home and prefer to wear your pajamas or very casual clothes. Depending on the team, this might be okay. Follow the norm according to your organizational culture.

Using the Right Device

There are two basic kinds of devices for a video call:

• A smartphone or tablet
• A laptop or desktop computer

The reason we’re going to look at them separately is that the way we use them tends to be pretty specific, and the problems you may face with each are different.

Smartphones and Tablets

When making a one-on-one video call, you may be tempted to use your phone or tablet because it’s what you use for video calls in your personal life. This is fine in some situations. In fact, a phone or tablet can be really convenient if you want to show something other than just your own face. For example, using these devices can make it easier for you to show someone the space you’re in or for you to show and demonstrate products. However, these devices have some drawbacks you’ll want to be aware of:

• If you move around too much or too quickly with the device in your hand, the viewer’s screen jiggles and moves, and this can actually make people motion sick.
• The screens and camera ranges are relatively small, so you will need to be aware of how you are showing things to your colleague on the call.

Phone apps for video chatting include Facetime (which is standard on the iPhone), Google Meet, Zoom, Facebook Messenger, Skype, and many others. 

Laptops and Desktop Computers

A laptop or desktop computer is often used on a desk, so it’s great for video chatting when the main point is to see each other’s faces. You can also move items you want to show in front of the camera rather than moving the camera to the objects or places. This ensures a smoother, less sickening experience for your viewer.

Preparing for a Video Meeting

First, you’ll want to prepare yourself and your space.

• High-definition digital cameras are very clear and detailed, so take a moment to make sure you don’t have spinach in your teeth or windblown hair that might distract the person you’re talking with—and make you feel self-conscious when you discover it later.
• If there’s a window in your space, position yourself so you do not have the window at your back. If it’s bright outside, your face will be dark, and all your viewer will see is the halo of light around you. If you can, close blinds or curtains and rely on artificial light for the call. It may not be as pleasant for you, but your image will be more visible on the screen, allowing others to see your reaction and nonverbal cues.
• Be aware of what’s behind you. A blank white wall or a file cabinet is fine. A shelf with your half-eaten sandwich or a pile of laundry could be distracting or leave a poor impression on someone you are meeting for the first time.
• If your office has a window to the hallway outside, consider whether there are people around you who will find it hilarious to make faces behind your back. If you do, arrange yourself and your computer to avoid that window.

Troubleshooting Your Device

Make sure that your microphone and speakers are on and turned up, just as with an audio call. In addition, make sure that the app you are using has access to your device’s camera.

• Usually, if you download a third-party app such as Skype, it will ask for access to your camera during the installation process.
• If you are on your phone or tablet, you may need to go into the Settings menu to allow the app access to the camera.

One-on-One Video Calls

Before each one-on-one, you should do the following:

• Let the person know what app or platform you will be using and give them login information if needed. The exception might be if you have a virtual office environment like Webex Teams or Slack where video chats may not require a login from a coworker.
• Make sure you both have a strong Wi-Fi signal, especially if you’re using your phone or tablet. Video over the cellular network will quickly use your data allowance if that is limited by your service provider. Video chat is possible over the cellular network, but it’s susceptible to more problems, such as dropped calls and choppy video.
• If you are using an app like Facetime or Line, be aware that it might not be available in all locations around the world. A quick Google search will help you determine whether an international video call is possible using a specific app.
• If security is important, for example, if you’re showing prototypes or discussing highly sensitive issues, check the security of your chat app. Signal Private Messenger is fully encrypted, and Google apps use Google security protocols. However, if you’re using an unencrypted app and/or an unsecured WiFi network, be aware that you may be susceptible to digital eavesdropping.

Conducting the Call

A video call should follow the same five steps of an audio call. In addition, ask the person you’re speaking with, “Can you see me clearly?” If the answer is no, try some troubleshooting.

• Check that your camera is on and uncovered.
  • On your laptop, there will be a light next to the camera that turns on when the camera is engaged.
  • Make sure your laptop cover doesn’t block the camera.
  • Some people put tape or a piece of paper over their camera lens to prevent unwanted spying. While the jury is out on whether this is necessary for the average person, if you’ve done it, remember to remove the tape or paper before your call.
• Check that your microphone and speakers are on.

Best Practices for a Video Call

Look at Your Camera When You Speak

The crucial thing to be aware of is that the camera is not in the middle of your screen, it’s up at the top. If you look at your screen when talking, the person you’re speaking with sees your downcast eyes, which negates the benefits of being able to read facial expressions.

If you have trouble redirecting your gaze, put a sticky note at the top of your screen right next to the camera lens and write LOOK HERE on it.

Maintaining the proper distance from the camera is also important. Even in a digital space, personal boundaries matter. Being too close to the camera and filling up the other participant’s screen with your face can simulate the feeling of someone being in your personal space, which can be uncomfortable, distracting, or even intimidating for viewers. By providing a bit of space, you enable a setting that is more like a natural conversation.

Avoid Too Much Motion

As mentioned above, it’s advisable not to move your camera around too much during the video call. Lots of movement, such as moving your hands a lot when speaking, can also be dizzying for the person you’re chatting with, so try to stay relatively still.

Talk Distraction-Free

As with an audio call, it’s important to be energized and free from distractions. Turn off or put away anything else in your space that might cause your attention to stray. Sit up straight throughout the call, and remember that the whole point is to see your face, so smile when appropriate.

Make Sure Your Video is Clear

Most video platforms allow you to see how you appear to others on video. This is great for making sure you’re well-lit and at a reasonable distance from the camera. However, be careful of falling into your own image and paying more attention to how you look than what you’re saying.