Zoom is one of the leading applications for video conferencing across almost every industry. With so many people working from home, it provides an easy way for individuals to have discussions and meetings in real-time. Of course, managing change comes with a few speed bumps or benefits, depending on who you ask. One thing is for sure, that people like to look good on camera.
In fact, Zoom has become so popular that it’s caused a surge of plastic surgeries known as the “Zoom Boom”. In their efforts to look as professional and as beautiful as possible, people continue to seek Botox, lip fillers, and other small cosmetic procedures in record numbers – all so they can improve their aesthetic appearance during Zoom calls. Of course, we aren’t suggesting that plastic surgery can alleviate your Zoom woes, but there are several different areas of focus that can help you use the platform more efficiently and more confidently, all while improving your engagement and avoiding fatigue.
There are even youtube videos that can help you set up your workspace for the best zoom lighting:
Improving Your Zoom Productivity
While productivity looks different for everyone, there are a few basic (and almost universal) things to keep in mind to reduce distractions and keep the focus on the task at hand. Here are some things you can do to improve your meetings, whether it’s a two-hour strategy and planning session or a quick update on a specific project.
- Change to a simple, but aesthetic background. With so many people working from home these days, it’s not uncommon to see kids running around in the background, the lunch dishes piled on the counter, or even a dusty dresser behind you when you’re in the middle of a call. By going to Settings, then choosing Virtual Background, it’s easy to pick a solid color or pretty pattern that will help reduce distractions (for yourself and others) and create a more productive meeting environment.
- Keep your audio and video off by default. Though this may seem silly at first, hear us out: there may be times when you don’t need to be on camera or when you don’t need to audibly respond. If all you need to do is be present and listen, then keeping your audio and video off by default can help. What’s more, if you accidentally join a meeting before you’re fully ready, there’s zero chance that the other participants will hear or see something that you weren’t prepared for them to hear or see.
- To set this up, go to Settings, then Audio, and then choose “Mute microphone when joining a meeting.” Next, repeat the same process, but choose Video instead of Audio, and mark the box beside “Turn off my video when joining a meeting.” If you need to turn these on when the meeting goes live, you can do it directly from the screen.
- Use a waiting room and a passcode. Another unfortunate event that can easily disrupt a productive meeting is a Zoom meeting crasher. Think wedding crasher on a digital scale. Unfortunately, there are people who will simply make themselves at home in your meeting – obnoxious noises and all. By setting up a waiting room, you can avoid this. Go to Account Management, then Account Settings, and then click Meeting. From here, you can click Waiting Room to turn the setting on. Make sure that you set up a passcode for your different meeting groups and change it frequently, as well.
Improving Engagement – Both Your Own and Others’
Whether your meeting attendants have been using Zoom since its inception or your meeting will be their first Zoom call, keeping everyone engaged – including yourself – can be tricky at times. Fortunately, many of the engagement rules that would apply to an in-person meeting will also apply to a virtual meeting. Here are some of the most important ones.
- Start with a simple (and even fun!) introduction. Getting everyone speaking at the start of the meeting is important for two reasons. First, in a Zoom meeting, people often feel as if being on camera even though they aren’t the ones talking can be draining. By starting with a simple introduction and giving everyone the opportunity to speak, you can do away with any sense of perceived monotony and make the event more interactive. You might ask everyone to tell the group what they had for breakfast, what the weather is like where they are, and if they have any pets or children, for example.
- Change speakers often. Letting one person take over the entire delivery of information while everyone else just sits in silence kills engagement in minutes. To keep people interested and motivated, try to have at least a few different people deliver content or information, and try to ensure that each person adds something unique to the meeting, as well. For example, you might choose one person who is passionate about the project to deliver some information, and later, you might choose someone who can tell jokes off the top of her head to make the event more lively.
- Welcome questions and feedback. Finally, it’s important that you make sure everyone in the group truly counts and matters if you want them to stay engaged in the meeting. Set aside time for questions and feedback to allow each person the opportunity to be heard. Failing to do this is one of the fastest ways to put people to sleep behind the camera. After all, if they know they won’t have to speak, it’s easier to focus on balancing the checkbook than listening to the speaker.
Boost Confidence among the Attendees
Imagine for a moment that you’re attending a workshop for a self-help book you purchased about realizing the true potential of your success. You’re sitting there in the crowd listening to the speaker, and then all of a sudden she calls you to speak in front of the crowd. You weren’t asked beforehand to speak, and while you’ve read the book, you are far from an expert on the content. How would you feel about being asked to speak in front of all those people?
That’s how many of the people attending Zoom meetings feel every single day. They’re perfectly fine with showing up, listening, and even participating in the usual way by answering questions about their roles. However, depending on how welcoming the group has been to questions and comments in the past, those people may feel absolutely terrified and completely unqualified to speak unless they’re being directly spoken to. The best way to boost confidence is to encourage people to contribute their thoughts and ask questions where needed.
Avoiding Zoom Fatigue
Zoom fatigue is a real problem, but it may not be what you’re thinking. When you hear the word “fatigue” it probably brings exhaustion to your mind – someone who’s been up all night, for example. Zoom fatigue is somewhat similar, but it’s probably better likened to burnout. One of the best ways to think of it is like a task that is done so often for so long that it becomes almost mindless. Sometimes people get so bored with Zoom that they fall asleep in the middle of the meeting, and maybe that’s where the fatigue part comes from.
In any event, there are several different ways in which you can combat Zoom fatigue and keep your meetings far more meaningful.
- Use “theme days” for your meetings. If every single day of the week means another Zoom meeting, using themes is often one of the best ways to spice things up. On Mondays, for example, you might opt for a pajama party theme when everyone shows up in their pajamas (unless, of course, you’re hosting a special guest in your meeting.) On Fridays, you might choose to put on your best and most elegant attire to commemorate the weekend. Little things like this keep people interested, and that’s what fights the fatigue.
- Save video for necessary occasions. Forcing people to sit in front of a camera every day is enough to stress anyone out, so many companies have found success by only requiring video when there’s something important going on like teambuilding, onboarding, coaching, or meetings with executives or shareholders.
- Celebrate victories in every single meeting. Rather than focusing on KPIs that were missed or deadlines that are fast approaching as soon as the meeting starts, focus instead on the highlights since the last meeting – things that are going well. This helps start things off on the right foot, which is one of the most important parts of avoiding fatigue.
Zoom is one of the most important tools many companies have, including newly-launched small businesses and enterprise-level companies alike. In either case, it’s important to remember that engagement, productivity, and confidence are all critical to the quality of your meetings – and for avoiding fatigue, too. The tips above are designed to help you improve the atmosphere in your meetings and make each virtual gathering a success.
