6 Video Conferencing Etiquette Rules to Pay Attention to Using Conference Cameras for Teams

Wanting to have safe and easy-to-use all-in-one video conference equipment? The Coolpo AI Huddle series leads the way!

When the COVID-19 pandemic robbed people of the chance to meet and plan in a face-to-face manner, video conferencing entered the scene as a solution along with all-in-one video conferencing equipment and remote work set-up.

Related: How to Get Started with Your Coolpo Camera and Its Benefits to Your Business

However, as we became too complacent and used to this kind of stuff, we sometimes forget that there are still rules to abide by to have effective video conferencing.

This blog will tell you etiquette rules to pay attention to during your video conferencing to have a professional one in the future.

Video Conferencing with All-In-One Video Conferencing Equipment During Remote Work 

Today, businesses are more connected than ever before. Video conferencing technology has made it easy for employees to interact with colleagues and clients from just about anywhere. Video conferencing software like Zoom, Google Meet, and Microsoft Teams also makes it simple for anyone to host a virtual meeting using a video conference camera. 

Coolpo AI Huddle Series – the Pana, the Mini, and Mini Lite

Coolpo AI Huddle Pana

The Pana is the flagship product of Coolpo. It is an all-in-one video conferencing camera that you can use as your microphone, speaker, and camera.

Here are its features:

• 360 conference camera (1 fisheye camera for perfect panorama stitching)
• 4 microphones with 15-feet pick-up range on all directions
• Plug and Play
• Compatible with leading video conference software
• Dual Positioning Technology (locates people through visuals and sound)

Coolpo AI Huddle Mini

The Mini is perfect for online meeting presentations and discussions. It caters to up to 7 meeting participants with individual frames. It has an AI that follows the active meeting participants wherever she/he goes within the conference room area by just raising their palm.

Here are its further features:

• Platinum Group Views - Individual Presenter and Group Tracking
• Ultra Clear AV Meetings - 4K 110-degree video with crisp audio from a 6-microphone array system
• Risk-Free - USB-only devices are not subject to vulnerabilities that BlueTooth and WiFi connections are subject to.
• AI Audio Integrations - Beamforming Technology, Background Noise Reduction, and Echo Cancellation

Mini Lite: Avail of the Limited-Time Only Discount!

The Mini Lite is designed for individual and group use. You can use it as your webcam camera during your online classes, presentations, WFH, demos, job interviews, or even this holiday season! With AI integrations that can be used in different use cases, make sure you don’t leave home or start your work without it.

Read our article about How to Have a Virtual-friendly Christmas with a Video Conferencing Camera here 

6 Video Conferencing Etiquette Rules You Should Keep in Mind Using All-In-One Video Conferencing Equipment

If you’re new to using video conferencing or you want to ensure that your next video conference remains professional and productive, we’ve compiled a list of video conferencing etiquette rules worth keeping in mind the next time you host one.

Don’t Host a Meeting Until You Know Why Everyone is There

Before you host a video conference, understand why all participants are joining the meeting. 

• Are they there to share information? 
• Do they need help making a decision? 
• Do they want to brainstorm ideas?

Once you understand the reason for the meeting, you can use that information to structure your meeting for maximum productivity. 

Don’t host a video meeting until you know why everyone is there. 

If you’re unsure why a person is joining your video meeting, ask them. Their reason for joining the meeting may shed light on how they should participate in the meeting.

For example, a person who is gathering information and wants to ask questions to clarify issues before making a decision may need to be given more latitude to participate. In other words, don’t host a meeting until you know why everyone is there.

Limit Remote Participants

When hosting a video conference, you may be tempted to include everyone using the software. But before you do, take a moment to consider whether each person should be a part of the meeting. Ask yourself these self-check questions before you let anyone into the meeting:

• Are they necessary for the meeting? 
• Should they be there at all? 
• Only include remote participants with a specific reason to be a part of the meeting.

Limiting remote participants will help keep the meeting focused and more productive. Don’t host a meeting until you know who needs to be there.

Don’t Constantly Run Video Conferencing

Hosting a weekly, daily, or even hourly virtual meeting can be unproductive. Running a video conference at the drop of a hat or because “everyone is online” is a sure sign of potential poor meeting management skills. While running a video conference once a week may be necessary, running it every day is not. Instead, take the time to evaluate if a video conference is necessary before you host one. Don’t host a meeting until you know why everyone is there.

Don’t Forget the Basics

While video conferencing technology has made it simple to host meetings, it doesn’t mean you can forget the basics of good hosting etiquette. 

Before you host a video conference, make sure to follow these basics:

• Make sure the meeting room is quiet and free from distractions.
• Host the meeting at a time when the majority of participants can attend.
• Be mindful of each individual’s time zone and avoid hosting meetings during typical work hours unless it’s necessary.

Don’t host a meeting until you’ve followed these basics.

Not all onsite participants should open their laptops

 It is counterproductive to call everyone from their desks, and ask them to join a meeting in the conference room, but at the same time join individually on their separate devices. It’s like you’re not even part of the room!

Check out these conference cameras that do not break the bank and allow you to join as a group

Conferencing Equipment Doesn’t Have to Be Seen (Coolpo Camera)

Even though video conferencing allows you to see the person you’re speaking with, you may not have to see their equipment and whether they are using the best video conference camera during remote meetings.

For example, if someone is hosting a video conference from their laptop, you may not have to see their webcam feed. You may only have to hear them. The same goes for the microphone and other equipment.

Don’t feel obligated to see the camera or microphone. And if the other person insists on seeing yours, politely decline. The only person who needs to see your equipment is you. Don’t host a meeting until you know how others want to participate.

Conclusion

Video conferencing etiquette is important because it ensures everyone feels comfortable and productive during the meeting. While the rules of etiquette may seem strict and even unnecessary, they are important to maintaining a positive and productive meeting. Before you

host a video conference, make sure you know why everyone is joining the meeting. Limit remote participants, don’t constantly run video conferencing, and make sure you follow the basics of good hosting etiquette. With these tips in mind, you’ll be ready to host a professional video conference.

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