Are you getting the right information about Zoom?

If you haven’t noticed there is a lot of advice out there about working online through Zoom or one of the other platforms that have become common. Some of it is pretty good advice from people who just want to help or see the possibility of a new online coaching career. While good it’s not complete and doesn’t really replace the knowledge of a coach with years of experience working in the medium. So let me join the conversation and see if I can’t fill in some of the blanks.

Where to start?

While you can’t change what others are doing online, you do have control over what you are doing and what others are seeing. So, let’s start there. First, move that camera up or move up. The lens of your camera should be level with your own line of sight. Think of this as looking someone in the eye. I don’t want to be looking up at you because it’s a terrible angle and you look bad but also because it gives you higher status than me. While that might be more of a phycological effect it will influence the tone of the meeting. While it’s less common I also don’t want to be looking down at you. Especially if you are wearing something loose-fitting. So, keep that camera at eye level unless you know something about camera angles and work in the film industry. Then you can use camera angles to subtly influence your viewers.

Then there’s lighting. No one wants to look like they’ve been spending the pandemic in the dungeon so make sure you have adequate lighting. There’s a lot of people extolling the virtue of natural lighting. It’s got the right intensity and color. Great advice except natural lighting is incredibly unreliable. Those fluorescent bulbs don’t produce a good quality light but do produce a low hum which your mic can pick up. LED lighting is the way to go. I have two LED light bars that have adjustable intensity. A friend has replaced his regular light bulbs with LED ones that are controlled by an app. He can set the intensity and color of the lights giving him that natural light look. Ring lights have become very popular because of their low cost and ease of use. But caution, especially if you wear glasses. I’ve seen far too many people with Racoon eyes as the reflection of the lights can be an issue.

Your setting should support your message.

Then you need to consider your setting or background. What we see besides you in the frame. Most people don’t get past the notion of trying to keep this area clean or free from wondering pets and roommates. Some people like to go with just a blank wall, but this can be difficult to look at over a longer period of time contributing to Zoom fatigue. Don’t miss the opportunity to have a background that supports you or your message. When I talk to people who write books, I expect to see their latest book prominently displayed. Don’t make it the focus but do make it a supporting element. Artwork is great, just ensure it’s not more interesting than you. Keep family photos limited especially if you have younger children or grandchildren. Keep your setting interesting but not overwhelming.

Virtual backgrounds are also becoming very popular but should be used with caution. Notice those fuzzy edges or body parts that keep disappearing then reappearing? Most people don’t know that you need about three feet behind you so that doesn’t occur. Virtual backgrounds also make people wonder what you are hiding. When in doubt go with a real background. My team and I have helped a number of people develop their background and I am delighted when viewers have assumed it was virtual.

What did you say?

Then there’s your sound. Your built-in mic does an adequate job but is not the best option. You can adjust the settings to give you better quality, but you will be still picking up a lot of ambient sounds which diminishes the overall quality of your voice. A simple low-cost USB mic should be one of your first investments. I use a higher-end mic that runs into a pre-USB module that allows me to adjust the quality of my sound and reduce or eliminate negative sound issues. Improving sound is a great way to create a better video experience for yourself and everyone in the meeting. Personally, I’ve been on a number of video meetings where people have commented how wonderful my voice sounds. While I do have a well-trained quality voice, I usually don’t share that what they are hearing is partially related to the quality of my equipment. Why? Most people like magic but don’t want to know how the trick is done. Plus, the quality of your voice says a great deal about you and is directly related to leadership traits such as confidence and expertise. I let the quality speak for itself.

Now you’ve covered the equipment part of what people are seeing. Time to look at the talent. Yeah, that means you.

You on screen

Just like your background, your wardrobe, hair, and makeup should support your image or message. While the majority of men will choose to ignore that last sentence a little bit of powder goes a long way on a shiny head. For those who know something about makeup start with light street makeup and see how it looks. I actually have a set and costume designer on the team who helps me with those choices. Why? Because she’s an expert and if you’re going to succeed in the online world, you need the advice of experts.

Oh. You need one more thing. The ability to be authentic on camera.

It doesn’t matter if it’s a regular Zoom office meeting or one for the c-suite you need to be authentic. But there’s a problem. The camera has an amazing ability to make you look anything but authentic. It requires some serious coaching and knowledge to ensure that your credibility remains intact when you are online. First impressions on these calls happen quickly and you want to make sure yours is a positive one. The best advice I can give you in this article is this. Think of the other people on the call as a family. Who are the parents and who are your siblings? Who’s an older sibling and who’s younger? No one else will know what you are doing but you will be amazed at how successful the conversation becomes and how authentic you are.

Etiquette online

Let me say a few words in regard to online etiquette or netiquette as it is becoming known. I should say, as of this article, there are no official netiquette guidelines, and each organization will be slightly different but here are a few suggestions that should be common.

1. Keep your camera at eye level.

2. Mute your mic when you are not speaking.

3. Raising your hand when you would like to join the conversation keeps people from cutting you off.

4. When you are speaking ensure, your volume is adequate.

5. Have sufficient lighting so you are easily seen.

6. Having water or another non-alcoholic beverage should be encouraged to keep voices hydrated.

7. Food is not acceptable in a Zoom meeting unless it’s part of the meeting.

8. If something happens and you need to leave the meeting signal that you will be back shortly and turn off both your video and mic.

9. Things will happen to everyone so show kindness and understanding.

10. While few people are Zooming while standing it’s coming and has a lot of positive aspects. I am good with people standing as long as you can adjust the height of your lens so that you stay eye level.

There is also emerging research that Zoom meetings should be kept to 30 minutes for most meetings and no longer than 60 minutes for longer ones. These meetings should have breaks or points where people can disengage from their screens. My rule is that a 30-minute meeting should be 22 minutes content and 8 minutes break. Double it for the 60-minute meetings.

Having said that I must confess that my partners and I at Virtual Conference Mastery will commonly have a two-to-three-hour meeting that leaves us energized and ready for more. How?

That’s a good question and there should be some research done but what I can share is this.

1. We like meeting with each other so while professional we are relaxed with each other.

2. We take turns leading the meeting and are happy to do so.

3. We are focused and want to hear each other’s views.

4. We care about what we do and want to succeed.

What’s next?

Remember that while working online and transitioning to screen using Zoom may be new to most people, video is not. People have been transitioning to screen since the invention of movies. People have been creating successful businesses on YouTube since 2005. Online gamers are constantly experimenting with new technology and drawing larger audiences. Online is here to stay and the technology gets better and easier to use. It’s there for you and can increase your effectiveness in the online business community.

The best thing about online is that help is only a click away. My partners and I set up Virtual Conference Mastery to help businesses transition today and build for a successful tomorrow. If you need help, advice, or have a question contact us and let’s start a conversation.

Tom Bradshaw (MFA) Is a Voice, Speech & Presentation coach with over 30 years of experience in the online and video world. He can be reached through VCMastery.com.