July 20, 2020 Last updated July 20th, 2020 222 Reads share

How to Keep Your Zoom Calls Short But Effective

Image Credit: DepositPhotos

Zoom was already a well-known platform for video conferences, but the 2020 pandemic pushed its use to new highs. According to their representatives, in a few months, they jumped from 10 million users to about 200 million!

If we weren’t living such grim times, this could be called one of the most successful business ascensions in recent history. Still, the pandemic did show us we have the tools to keep working without leaving the house.

As such, even when the danger has passed and we can go on, living our lives without social distancing, platforms like Zoom may still be in high demand. After all, such tools allow us to work from home, take calls from remote locations, and ditch the long commute to the office.

However, we may have to work on getting better at taking and making video calls. Things like background noise (children, pets, street noises), slow internet connections, and even low security can ruin a meeting.

Today we’ll mention a few tips and tricks that can improve video calls for everyone, so make sure to keep reading. You never know when you may need them!

Allow a Few Minutes of Intro & Closing Time

While it may seem counterintuitive (we’re talking about methods to keep meetings short) a 5-minute intro is important for the meeting’s efficiency.

During this time, everyone has the time to join in without interrupting a speaker. Also, it’s a good time for testing mics, cameras, and connections. Once everyone is ready to go, the host should make the introductions (if this is the case) and mention the main discussion topics for the current meeting.

At the end of each meeting, allow a few minutes to recap the important ideas and gather the information for a briefing (someone should be appointed for this task). This way, everyone can go over the meeting’s conclusions and prepare for the following steps.

Keep Distractions at Bay

Distractions happen, so don’t beat yourself too hard if the kids interrupted your colleagues’ presentation. It’s not professional, but we do live in unusual times. It takes a bit to adapt.

However, you should take precautions and avoid making the same mistake twice. Start by muting your mic when you’re not speaking. This way, other participants won’t be bothered by your background noise.

In addition, there is an amazing selection of Zoom backgrounds that you can choose from to reduce visual clutter. This way, you can sit wherever you want in the house, without worrying everyone will get to inspect your furniture.

Try to select a calming and static virtual background, to avoid placing the viewers’ focus on what’s happening behind you.

Lastly, it helps to have a bright light placed in front of you. This way, other participants can see your face clearly.

Have an Appointed Leader

There should be someone in charge of the meeting’s flow and time management.

It’s easy to get lost in a topic you’re passionate about, which is why someone needs to keep track of the discussions. Depending on the type of video conference, this person could be the one initiating the stream or someone who is higher in rank. Regardless, it’s important that everyone knows this person’s role, so they won’t be ignored.

Wrap Up

Whether we like it or not, the future shows that most business meetings may be held in this manner. It’s easier for everyone and the logistics are easier to handle once the technology is in place. So, it’s time to focus on learning how to make the most out of this situation.

video conference -DepositPhotos

Ron Evan

Ron Evan

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