Video Conference Communication
Video calls have become essential in business. They combine elements of in-person meetings and phone calls, with their own unique challenges.
Joining a Call
Greetings
- Hi, everyone. Can you hear me?
- Hello, I’m just joining. Let me check my audio.
- Good morning. Is my video working?
- Hi, this is [Name] joining from [Location].
Checking Technology
- Can everyone see my screen?
- Is my audio clear?
- Let me know if there are any issues with the connection.
- I’ll turn on my camera now.
Tip: Join a minute or two early to test your audio and video before the meeting starts.
During the Call
Getting Attention
- Sorry to interrupt, but…
- Can I add something here?
- I’d like to comment on that.
- If I may jump in…
Avoiding Overlapping
- Please go ahead.
- After you.
- Sorry, you go first.
- I’ll wait for you to finish.
When You Need to Leave Briefly
- I need to step away for a moment.
- Excuse me, I’ll be right back.
- I’ll mute myself for a minute.
- Please continue without me. I’ll catch up.
Mute tip: Keep yourself muted when not speaking to avoid background noise. Unmute when you want to speak.
Screen Sharing
Starting to Share
- Let me share my screen.
- I’m going to present my slides now.
- Can everyone see my screen?
- I’ll walk you through this document.
During Presentation
- As you can see here…
- I’m scrolling down to…
- Let me highlight this section.
- I’ll switch to another window.
Ending Screen Share
- I’ll stop sharing now.
- Let me go back to the video view.
- That’s the end of my presentation. Stopping the share.
Technical Problems
Audio Issues
- I think you’re on mute.
- We can’t hear you.
- Your audio keeps cutting out.
- Could you try speaking again?
- There seems to be an echo. Can someone mute?
Video Issues
- Your video has frozen.
- We’ve lost your video.
- The picture quality is poor.
- Could you try turning your video off and on again?
Connection Problems
- I think we’re having connection issues.
- The call is lagging.
- Let me try reconnecting.
- Should we move to a phone call instead?
- I’ll dial back in.
Responding to Technical Issues
- Let me check my settings.
- I’ll try reconnecting.
- Can you hear me now?
- Is that better?
- Sorry about that. I’m back now.
Video Call Etiquette
Professional Appearance
- Dress appropriately (at least from the waist up!)
- Choose a neutral, tidy background
- Position your camera at eye level
- Ensure good lighting on your face
Engagement
- Look at the camera, not the screen, when speaking
- Nod and show you’re listening
- Avoid multitasking visibly
- Keep your facial expressions professional
Eye contact tip: Looking at the camera lens (not the person’s image on screen) creates the impression of eye contact.
Managing Participants
As a Host
- Let’s wait for everyone to join.
- I’ll admit people from the waiting room now.
- Can I ask everyone to mute themselves?
- Let’s do a quick roll call.
Taking Turns
- Let’s go around the room. [Name], would you like to start?
- Who would like to go next?
- I’ll call on people to avoid overlapping.
- Please raise your hand if you want to speak.
Including Remote Participants
- [Name], we haven’t heard from you. What do you think?
- Let me check if anyone online has comments.
- For those joining remotely, please feel free to interrupt.
Ending the Call
Wrapping Up
- I think that covers everything.
- Let me summarize what we’ve discussed.
- Does anyone have final comments?
- Before we end, are there any questions?
Signing Off
- Thank you, everyone.
- Great meeting. I’ll send the notes.
- Talk soon. Bye!
- Have a great day, everyone.