Video calling etiquette: 10 ways to improve your video calls

With everything from business meetings to family celebrations being hosted on services like Zoom and FaceTime, video calling has become part of daily life for many of us. We need human connection and video calling is one of the best ways to maintain this despite distance, but it can often be frustrating and feel disconnected.

Here are my top 10 tips to improve your video calling experience – whatever the occasion.  

HEIGHT MATTERS, SIT EYE-TO-EYE

Maximise your video calls by making the visuals as clear as possible. Nobody sits on a higher stool than others to chat at a normal meet-up, so no peering down at people through the screen of your laptop or tablet. Raise it to a height where you are looking eye-to-eye and frame your own image so you are central to the screen with no acres of ceiling above your head. Try to frame yourself so your hands are easily visible too, as hand gestures add impact and emphasis to our words as well as making us more interesting to listen to.

TRY STANDING FOR YOUR VIDEO CALLS

Standing up helps add energy and tone to our communications and can help us be more influential and inspirational. This technique might not work for a cosy chat with friends but, as a pitching tool in business, it can help add an edge.

USE ACTIVE LISTENING SIGNALS

Avoid distractions. Eye contact is vital to show interest and active, visible listening and engagement. When you look off-camera or keep leaning out of shot to grab a coffee or check your phone, it will look like disinterest. Active listening signals will be as important as what you have to say so remember the head tilt, nodding and other affirmation signals and avoid interrupting verbally.

HAVE INSTANT IMPACT, START STRONG

Like face-to-face communications, it’s the first few seconds that have the most impact (called the Attribution Effect). Never keep a caller waiting or sit fiddling with the controls like the mute button. Be prepared and ready for your greeting as soon as you are visible.

LEARN NEW GREETING RITUALS

Greeting rituals might have changed during lockdown, but they are still vitally important. The handshake or cheek kiss might even be extinct, so we all need to work on alternatives. A small raise of the hand or nod can work for a business meeting but a mimed hug or empty embrace, with the arms held out in an ‘I would if I could’ gesture will look warmer for social communications. Only go for the real thing when you’re sure the other person feels comfortable with touch. Avoid closed gestures like folded arms or hugging papers or laptops when you greet clients.

LOOK POSITIVE

That smile really is important, especially when masks have made us smile-hungry. Be wearing a smile as soon as you are seen on screen or face-to-face, and even when you talk on the phone as a smile can be heard as well as seen.

BE VISIBLE, CHECK YOUR LIGHTING

Lighting is important on video calls. Sit in front of a clean background with the light coming at you rather than from behind you, which will turn you into a silhouette. When people can’t see your facial expressions, they might distrust your message.

SEND IN HASTE, SUFFER AT LEISURE!

Always check before you send a word-only message. No matter how speedy your chosen method, you should always take a moment of empathy to read it through the recipient’s eyes. The tone and emotional meaning of Texts, WhatsApp and e-mails will be translated by the reader and your joke might sound angry or cold to them. Avoid complex techniques like sarcasm and remember a smiley emoji might not compensate for words that sound rude.

DON’T BE OR SUFFER THE TIME BANDITS

We need to re-learn the skills of time management. Life will get busy again and those open-ended videos or phone calls might not be appreciated anymore. More people will be working from home but that doesn’t mean unplanned and lengthy interruptions are welcome. A quick text first to check they have time for a call will always help, especially for Facetime visual, which should never be sprung on anyone apart from your closest, in-touch friends.

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Judi James is a leading communication and body language expert whose expertise is sought after in broadcast, corporate and public relations circles. She regularly appears on a number of high profile TV and Radio programmes across many channels. During the General Elections, major political, royal and entertainment events of recent years Judi has made appearances on shows such as ITV’s This Morning, analysing body language. To find out more about Judi James, click here.