This presentation gives information on appropriate way of having a video call/conference done at workplace. Appropriate Etiquette needed even during a Con. Call along with decent Body Language. For any feedback, please email at mitti.limbachiya@gmail.com

1. Created by Mitti Limbachiya 06-12-2014

2. By the end of the session, you will understand:
 The purpose of Video/ Conference Calls
 Basics of Video/ Conference Calls
 Rules of Video/ Conference Calls
 Do’s & Don'ts of Video/ Conference Calls
Created by Mitti Limbachiya 06-12-2014

3. A video call where more than one parties is involved at different locations, to
discuss/resolve issues over the internet through mediums like Skype, Hangout,
WebEx, and more…
Created by Mitti Limbachiya 06-12-2014

4.  To overcome geographical barriers
 To discuss/resolve an issue which cannot be done in an email
 More than one party is involved
Created by Mitti Limbachiya 06-12-2014

5.  Share successes and challenges
 Plan strategies to make improvements
 Share learning
 Get support
 Discuss new ideas
 Periodic updates
 Resolving queries
 Learning the expectation
 Get Instructions
Created by Mitti Limbachiya 06-12-2014

6.  Who should attend
 A Leader
 All the relevant people with a ‘need to know’ from:
 Client’s Team
 Own Team
 What to expect
 Be prepared to report on progress, including tasks you have completed and what is
pending
 Questions & Answers
Created by Mitti Limbachiya 06-12-2014

7.  There must be a clear leader/moderator of the call
 There must be an agenda
 Keep the group as small as possible in case of VCC
 Practice impeccable phone etiquette
 Make sure you have a good connection
Created by Mitti Limbachiya 06-12-2014

8.  In case of a group call, distribute a clear agenda in advance of the call and stick to
it. Even in the case of one on one VCC, keep the agenda handy.
 Send the dial-in number, pass code, and instructions multiple times (in case of a
conference call)
 Have a pen-paper handy
 Take notes – they help you summarize the action points
 Set these ground rules and the beginning of the call
Created by Mitti Limbachiya 06-12-2014

9.  Start the meeting absolutely on time
 In case of group Conference, Get each caller to say hello and introduce themselves
 Discuss the agenda
 Treat the conference call as if it were a meeting
Created by Mitti Limbachiya 06-12-2014

10.  Please keep background noise to a minimum
 Mute your speakerphone when you are not speaking
 Speak close to the speakerphone or use a handset
 Always identify yourself before speaking (in case of group conference)
Created by Mitti Limbachiya 06-12-2014

11.  Speak one at a time and avoid interrupting
 In case of a verbal crash, stop – apologize – let the other person
finish
 Please do not call from a car or cell phone
 Limit paper shuffling
 DO NOT use HOLD (background music)
Created by Mitti Limbachiya 06-12-2014

12.  Always thank the participants for their time and contribution
 Summarize the action items
 End the call on time
 Close with clear next steps
Created by Mitti Limbachiya 06-12-2014

13. DO’s DON’T’s
Speak loudly and clearly Don’t use cell phones or phones that pick up
background noise
Ask for input by using a person’s name Don’t assume everyone recognizes your voice
Do learn to use the mute button Don’t allow the topic to wander
Do get comfortable with the fact you will be talking
in front of a group and receiving
no visual cues or feedback
Don’t shuffle papers; scrape chairs, pencil tap, hum
or other distracting, noisy activities
Do use the right phone in a quiet, undisturbed
room
If you don’t have anything to add, don’t add
anything
Do make use of guest speakers Don’t leave the conference on MUTE and go for
short breaks
Created by Mitti Limbachiya 06-12-2014

14.  Maintain eye contact looking at the camera when
speaking.
 Keep body movements to a minimum – Avoid
distracting movements like swaying, disturbing,
or walking or tapping foot. Move and gesture in a
fluid, natural way.
 Hand Movements – Only when needed unlike
face to face conversation
 SMILE
Created by Mitti Limbachiya 06-12-2014

15.  Be Aware of Facial Expressions
 Have A Genuine Smile Unlike

Created by Mitti Limbachiya 06-12-2014

16.  Relaxed arms and open palms suggest honesty, acceptance and a desire to
negotiate.
 Crossed arms or balled fists indicate disagreement, tension, refusal or anger.
 Leaning forward signals concentration, interest, concern, acceptance and
approval.
 Leaning backward signals resistance, doubt, disinterest or dismissal.
 A furrowed brow or frown indicates disagreement, tension, discomfort or
confusion.
Created by Mitti Limbachiya 06-12-2014

17. Created by Mitti Limbachiya 06-12-2014