By Lauren Kazemekas '24Connecting with company representatives during a virtual information session can be challenging at first. Amidst our new way of communicating during the COVID-19 pandemic we are all still adapting to using new software and networking in a group setting rather than one-on-one. When you participate in a virtual meeting through a program such as Zoom, WebEx, Microsoft Teams, or other video conferencing platform, there are steps you need take to be polite and appear professional. Here are some things you can do to put your best foot forward when participating in or hosting virtual meetings. Double Check Your Internet and Audio Connections First, make sure your Internet connection is stable. There is nothing worse than not being able to join the meeting in the first place (trust me). Ensure that your WiFi connection is adequate so you are able to be connected for the entire meeting or event. Most video conferencing software gives you the chance to test your speakers and microphone before you join your meeting, so definitely take advantage of that feature. There are ways to improve and perfect your audio prior to entering a Zoom meeting for instance. Once you enter the meeting make sure your microphone is muted and unmuted when appropriate. A simple mistake of forgetting to mute the microphone can result in distractions for other participants in the meeting. When you are not speaking, make sure to mute your microphone and do your best not to interrupt. Think about whether you should use headphones or your device’s microphone for audio. There are pros and cons to both options. With your laptop’s speakers, for example, it can be easier for you to hear other members of the group when they are talking. But at the same time, it might be harder for the other people in the meeting to pick up what you are saying. Remember that your device could pick up background noise, so if you aren’t able to have privacy during your meeting then headphones or earbuds could be a better solution than built-in audio. Ultimately, your choice should depend on the environment you’re in during the meeting and what makes you more comfortable. Have a Neat Appearance on Camera Make sure you look presentable as you would if the meeting were taking place in person. Professional attire is always recommended for virtual employer information sessions hosted by the Marist College Center for Career Services. If you are not exactly sure what to wear here are some general tips for virtual interviews or virtual information sessions. A big factor in your overall appearance is your background. You should be aware of your space and how it appears on video. A plain background is always safe. Be careful if you’re using Zoom backgrounds or other wallpapers because they can sometimes clash with your clothing. Setting your camera at eye level and framing yourself will also achieve a more professional effect. You don’t want the top of your head to be cut off. Take Note of Your Body Language In one sense it can be tempting to get lazy when connecting virtually. It’s easy to see a lack of close contact or physical connection and have your mind wander. However, it’s important to note that other participants in the meeting will pick up on common behaviors like looking down at your phone or browsing through other tabs on your device during the meeting. When you’re on camera make sure to keep your eyes up. Nodding your head is one key non-verbal indicator that you are interested in what is being communicated. Prior to the meeting do what you need to do to make yourself look alert and attentive whether it’s drinking coffee or maybe even standing up instead of sitting. Slouching or touching your chin can be cues that you are uninterested or disengaged. See this article for more tips on sufficient body language during virtual meetings. Be Precise with Your Verbal Communication Your words on the call should also carry a lot of meaning and purpose. Use assertive language and refrain from passive voice and self-minimizing words. For example, do not say “there is something I can run by you all if you’d like”. Instead, speak with confidence and say “I have a great idea to share and run by all of you”. This switch might seem minor, but it can alter your tone to make you look more mature and professional. With new ways of communicating during the pandemic it is crucial to emulate the characteristics and attitudes that we would convey in person and apply them in a virtual setting. Being present to other participants and confident in yourself can be projected through a screen. Following this advice will not only give yourself better chance of earning an opportunity, but will also make you an effective communicator when connecting with others in a digital environment.
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