We’ve all seen videos of embarrassing mistakes during meetings. Here’s a quick video that goes over 4 mistakes that you and your organization can avoid on your next Teams meeting
1. Accidentally overwriting shared files.
Microsoft Teams allows the creator of a meeting to share files, included in the invite of the meeting. These files are hosted in the cloud and not locally on your computer. That means that you could accidentally overwrite content on these files and then realize your mistake when the host of the meeting displays the files which have the information you added unintentionally. Luckily there is a fix for this which utilizes the ability to access previous versions of the shared file and restore from an older version.
2. Echo during meetings.
This tip isn’t Teams specific but it’s quite important. Nothing distracts and derails a meeting more than a constant echo. The best way to address this problem is to mute yourself when you’re not speaking. This can easily be done by clicking the mute button or using the keyboard command Ctrl+Shift+M. Additionally, if you’re needing to speak but finding there’s a constant echo, try utilizing headphones or earbuds for the audio output of your meeting.
3. Forgetting that your camera is on.
At this point we’ve all seen the videos of people (or even their children) accidentally doing amusing acts in front of a camera, not knowing that the video is being shown to many in the meeting and possibly many more if the meeting is recorded and distributed. However, forgetting your camera is on doesn’t always mean extreme embarrassing acts. More often than not, you may forget your camera is on and start fidgeting with something mindlessly or forget to utilize facial cues as you would if you were meeting face to face. Be conscious always that your camera is on and maintain the same composure that you would if the meeting was a traditional in-person gathering.
4. Demonstrating something your attendees can’t see.
Teams share feature provides the ability to either share your desktop or a specific application. Many choose the specific application to avoid sharing everything active on their computer however this can present a problem if your demonstration needs to extend outside of the specific application you’ve chosen. The fix for this is to instead choose to show your desktop and taking a few moments before the meeting to tidy up your desktop and close any applications that may not be necessary at the moment. Just be mindful that when sharing your whole desktop, any alerts or instant messages you receive will show to everyone so utilize a Do Not Disturb function before your meeting.
These are just a few tips to enhance the success of your video conferences. If your organization has any questions or concerns regarding your ability to communicate effectively, fill out the form below and we’ll be in contact!
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Keywords: Video Conference, Video Conference Etiquette, Zoom, Teams