Ten tips for a professional appearance in video conferences

Ten tips for a professional appearance in video conferences

The familiar environment of the home office is deceptive. Because video conferences have surprises in store for participants even within their own four walls. Magda Bleckmann, business coach and management consultant in Graz, talks with amusement about a video workshop in which a participant left his desk. Immersed in a topic, he searched for documents. Under the tie and shirt, the proverbial sweatpants appeared, which were obviously one of the seat manager's favorite trousers - they looked so worn and old-fashioned to the rest of the Zoom community. There was a hail of ridicule among the colleagues who were connected.

For Magda Bleckmann (you can find her current book on the subject here ) it doesn't matter what style you use to sit down in front of your camera to take part in online meetings. “Outfits also work in the digital space,” emphasizes the network specialist, “if you dress appropriately, you feel good.” And this is noticeable, even in web conferences. 

Video calls are now an everyday part of communication culture. Even WhatsApp Messenger, nestled comfortably on 75 percent of all smartphones, is increasingly being used with its video function. While there are no limits to informality in private life, the question remains in business life as to how the correct etiquette can be displayed. In addition to the questions of style, there are a lot of technical issues. The spectrum ranges from the right light and clearest sound to the most advantageous camera angle. 

The appearance of nose hair is not refreshing for everyone. “Everyone has to define for themselves how they want to be perceived in which setting,” advises Magda Bleckmann to take a flexible approach. There is a difference whether you speak to an old business friend or a new customer via video call: "For a good business contact, a blazer and shirt could be too formal. For a less familiar business partner, this can be exactly the right look." But she is sure of one thing: “Sweatpants are never an option when dealing with outsiders.” But what are the most important rules for making a video call conference successful? Read ten tips for a professional appearance on the screen that should impress participants in web conferences. 

1. Plan the video conference

A solid plan is the cornerstone of a successful video conference. An agenda in which one or two priorities are set is sufficient. Send out the agenda in advance so that participants can prepare. A protocol secures the results of the meeting. The most important element of minutes is not what was said in the meeting, but who has what tasks after the meeting. For this purpose, you can use numerous tools, some of which are available as an app, following the online meetings. Task assignment can be done via Microsoft Teams, for example. 

2. Test software and hardware

Skype, Zoom, Microsoft Teams – there are more and more tools and software, often as an app, for video conferences. The operation should be secured in advance through video tutorials and other research. Also test the function of the camera and microphone. And of course, a stable telephone or Internet connection is a basic requirement for every digital conference and also for further collaboration in the home office. 

3. Choose a compelling background

The background of the image section is of central importance for the impression. Therefore, ensure a clean environment, a plain, neutral wall or, if this is not possible, use a virtual background, as many services now offer. The book wall remains an acceptable classic for meetings on the web. 

4. Frame the image at eye level

The image section in the video is chosen so that the speaker does not appear too small, not too large and not cut off. A rule of thumb is to position your webcam at eye level so that your head and torso can be recorded without distortion.

5. Ensure good sound quality with a suitable microphone 

The closer the microphone is to the body, the better. Most in-ear headphones deliver quite acceptable sound quality via Bluetooth and can be purchased for as little as 40 euros. A separate USB stand microphone combined with USB speakers can of course improve the sound quality. Here, too, there are now numerous tools that improve and facilitate collaboration. 

6. Never turn off the camera

The camera should not be turned off in a meeting. It emphasizes attention and presence. The participants in the meeting will generally expect this and certainly appreciate it. The situation is different with the microphone: This can be turned off during breaks in speaking to avoid unintentional interference. 

7. Dress professionally!

Make sure you have an appropriate wardrobe. T-shirts and sweatpants may be acceptable when talking to friends and acquaintances, but such outfits are not acceptable in a professional environment. Casual or sporty clothing is appropriate for internal meetings among colleagues, but business clothing is appropriate for all video conferences with the external business community. Choose the outfit based on the impression you want to create among web conference participants.  

8. Maintain eye contact with the camera

If you want to be perceived as interested and attentive in a video conference, you have to look directly into the camera as the speaker - and not at the screen on which the conversation partners can be seen via video. This way you show that you are fully committed to the task. And: stay focused! Answering emails and working in parallel on other program windows or even your smartphone shows what you think of the meeting: nothing. 

9. Address questions clearly

Questions or comments directed at specific people must be clearly addressed during a web conference. In digital encounters, control elements such as attention and targeted eye contact are missing. Therefore, always include the name of the participant to whom they are addressed in the questions.  

10. Always remain calm

If something goes wrong in a lecture or presentation, the golden rule applies to all moderators: stay calm! Something can always go wrong. And when things start working again, the second rule applies: apologizing once is enough. Never point out your own mistakes or try to improve yourself in a sentence. This is usually irrelevant and no one notices it anyway. Exceptions are incorrect first or last names when introducing the group of participants. It is important to always keep the goal in mind: to radiate sovereignty. This means remaining calm despite all the preparation. Then you will also find attention in the digital space.