Published in Modern Steel Construction.
It’s Q2 2020, and the world as we know it has changed.
Video calls are now ubiquitous. Whether using Zoom, Google Hangouts, Skype, Facetime, or countless other video applications, many of us have been expected to abruptly replace in-person interactions with video. It’s safe to say that our methods for working together will be forever changed—to what degree, only time will tell.
Video conferencing isn’t new, and its benefits have become apparent to many. In the AEC industry, multi-office companies have long collaborated using video conferencing in myriad ways, such as to form high-performance project teams composed of subject matter experts from across the firm. Video conferencing has also cut down on reimbursable travel costs, a savings transferred directly to the client. Corporate cultures from across the world have become more solidified thanks to video conferencing. Cross-training, knowledge transfer, and mentoring are all more abundant and effective. The list goes on and on.
That said, the marketing touchpoints—specifically business development visits to prospective clients—have largely remained as in-person meetings or traditional phone calls. As well, many single-office, boutique small businesses have stuck with traditional modes of communication with business partners and clients.
Until now. Moving forward, video conferencing is likely to be a part of our new normal, long after we’ve weathered the current crisis. The majority of professionals will become reasonably versed with these tools, and you don’t want to be left behind. On the contrary, why not get out front? Here are some tips on how to make video calls productive and second-nature.
View video calling as an opportunity. Unlike a traditional voice call, now you can read people’s body language. Sure, it would be easier in person, but with practice, you’ll get the hang of video calls. In addition, a video call allows you to further convey your own messages through non-verbal cues, something that is much harder to do by phone. As a result, you will communicate with far more clarity.
Select the optimal background. For most of us, finding a streamlined background for the video call will make good sense (a blank wall, a well-organized bookshelf, a tastefully placed artwork, etc.) Whether your home office space is makeshift or permanent, ensure that the background is tidy. You want your peers to focus on you and your content, rather than becoming distracted by background sounds or visuals. In certain programs such as Zoom, you can also be playful by adding a virtual background. Maybe you want to add some humor with a background that includes large stacks of toilet paper, or bunny ears (two fingers) behind your head. Or perhaps you want to exhibit a sense of calm, with an inspirational wonder such as Machu Picchu in the distance. The options for free virtual backgrounds are abundant and growing. In addition, it goes without saying that you’ll want to ensure everyone in your immediate vicinity (partners, children, pets) knows that you are on the video call, so that they don’t make a cameo appearance while you are explaining your latest design or presenting your project progress report.
That said, depending on the context of the meeting, it can be personable and charming to get a quick peek of your cat sitting by your side or your child’s latest doodle hanging behind you. For each meeting, decide how to make the most of sharing appropriate slivers of your personal life.
Present yourself in the best light—literally! Once you’ve found the best spot to hold your video call, make sure the lighting is top-notch. I recently watched two video calls where the speaker was awash in shadows, as if they were hiding their true identity. This made me question their credibility. Try to have the primary light source come from in front of you–i.e., from behind the recording device (computer, phone, tablet). Eliminate back lighting and play with overhead lighting until you are satisfied that your entire face is evenly and favorably lit.
Get to know the software features. I’m personally learning about new features every day, and it can feel overwhelming. However, familiarity breeds confidence, and the more you take advantage of free help tools and webinars on managing the software, the more comfortable and confident you will be. Allow time for learning, rather than scrambling right before the call to become familiar with the interface.
Practice with others, to create a low- (no-) stakes interaction. Before my first time hosting a video meeting with a small group of colleagues, I roped a couple of friends into trying it out. This allowed me to adjust settings, play with recording options, share screens, field chat questions, view multiple participant windows versus a single speaker, use reactions, explore differences between various devices, and all the rest. While I’m still no expert at hosting a video meeting, the practice was extremely helpful—and also kind of fun.
Adjust settings to protect your privacy. In most video software, you can adjust some simple settings, such as first entering each meeting on mute and sans video. If you are hosting, you can often set it so that everyone enters on mute/sans video. This gives people time to get settled so that you won’t see or hear something that you’d rather not. (After all, we’re not all seasoned news anchors.) And If you are screen sharing at some point during the call, take care that you are showing only what you want to show rather than all items open on your computer.
Dress for success. You’ve likely already heard the solid work-at-home advice: Dress as if you are actually going into work. This simple tip psychologically prepares you to be in work mode. Whether you are holding a video meeting with a client for a virtual tour of their project or a video call with a prospect to win new business, dress as you always would for those meetings. It will make the participants “experience” you as the professional person that you are.
When you’re the speaker, exhibit your very best presentation skills. Just like in a live presentation, be mindful of your body and paralanguage on video calls. Refined body movement is essential. For example, if you are a gesticulator like me, be mindful that gestures must match your tempo and your messaging. In general, only your torso and shoulders will be visible, so any gestures should be deliberate, just to accentuate a key point. The same holds true with other body movement, such as shifting around in your seat, touching your face and hair, or fidgeting in a manner that causes distraction. If used in moderation, some level of movement can add some interest and engagement, such as reacting with a smile, head nod, tilt, etc. As well, make sure that your vocal delivery remains engaging (not monotone!), with inflection and strong volume.
Position yourself to enhance eye contact and appearance. Depending upon your device of choice, you may be in a situation where it appears as though you are looking off at an angle rather than directly at the other speakers. Do you what you can to keep your eyes aimed towards the camera to create solid eye contact. A great start is to raise the camera to your own eye level (think: news hosts), so that you’re looking straight ahead rather than up or down into the camera. A stack of books works wonders for this purpose!
Also, consider what your best angle is. It might seem vain, but you will be less distracted by your own image (which shows up on the screen in most programs, unless you alter the settings) if you look reasonably good. My personal preference is to position the computer on a stack of books (or the phone on the mini-tripod) so that it’s elevated. This causes me to look slightly up, rather than down, framing my head and shoulders. Experiment with various angles and distances. You can also adjust settings to “auto” make yourself look good, including Zoom’s “Touch up my appearance” feature.
Squelch any and all technical difficulties. Don’t be that person, distracting or delaying the meeting due to a host of avoidable issues. Instead, check to see if you need to pre-download software; sync and test your microphone with the program; confirm a strong WiFi connection to ensure your screen will not freeze; and so forth. Rather than scrambling to fix the last-minute issues, you’ll come across as smooth and in control.
Invest in a few inexpensive tools. If you decide to use your smart phone as opposed to a computer (particularly if your computer doesn’t have a video camera), then consider investing in a mini tripod to hold the phone. Similarly, if you think you could have issues with background sound, echoes, or crackling, then purchase headphones with a mic to obtain clearer audio and to eliminate extraneous sounds. Small (but important) accessories can make a big difference.
Above all, practice by recording yourself. If you take away nothing else from this article, please record yourself on practice videos until you are satisfied. Can it be a bit painful to watch yourself? Maybe at first. But you must trust me on this: Whether you are presenting by video or in person, watching via a self-recording is the fastest way to improve. With a discerning eye, you can then more objectively witness how others “experience” you—from body language to paralanguage to managing visual aids. You’ll be able to quickly experiment and make adjustments on all of the aforementioned tips. Further, you’ll have a better firsthand understanding of the feedback that you may later receive from others on your performance.
And keep this tip in mind if you go the Zoom route: All Zoom subscribers, even free accounts, have the ability to record locally to their devices. You can initiate a solo meeting, record it, and then voila! This gives you the ability to assess and adjust your overall performance. Even if your colleagues opt to use a different video calling platform, having the Zoom account will be an easy way for you to emulate various scenarios in advance.
In these days of flux, no one expects perfection when it comes to video calls. As long as you give it your best shot and remain authentic during the call, you’ll experience a human-to-human connection that will be productive, useful, and as real as an in-person meeting. And best of all, when in-person meetings become common again—and they will—video calls will still likely need to be an important part of your business communication repertoire, and you’ll have already hit the ground running.