23 Do’s and Don’ts of Online Video meetings and Conferences
POSTED BY FREDDIE CULL | NOVEMBER 22, 2016 | DESIGN, BRANDING
23 Do’s and Don’ts of Online Video meetings and Conferences
Right so, if you are anything like me and work, live and breathe in the start-up and/or freelance world then this one unanswered question will be particularly pertinent to you…
As we move toward 2017, with a barrage of tech. at our fingertips:
“WHY is it still so difficult to have a bloody half decent video-call?”
Deeply confused, sitting down to write this I looked within myself for the answer…
Is it the tech.?
Is it the fact that half the time I feel like I’m using software with the same extravagant technology as Grandma’s Windows ’95 desktop computer? Or maybe that I know that without hogging every single iota of bandwidth in a one mile radius my call is likely to drop, hang, flag, scramble, or explode? Hmmmm.
Is it me?!
But then maybe I can’t just blame the tech, can I? Maybe I’m to blame. Maybe I’m so unwaveringly sure that my video-call is going to be crap that I have subliminally decided that I don’t give a hoot.
I think I’m onto something here. That’s why I am rarely on time for a video-meeting. It’s probably why my checklist for a productive meeting is almost certainly not to hand (and if it is to hand then it will probably be somewhere in the depths of my computer, along with all the other articles I need to reference during the meeting.)
It’s definitely me…
Well giving it some real thought, I do disrupt meetings by unforgivingly taking notes, avoiding eye contact, and going off on various tangents just generally seeming to create an environment where Eric Clapton would struggle to find his rhythm.
But it’s not just my fault you’re having shoddy video-meetings! Paul from sales’s beautiful face will likely pop-up on the call 15 minutes late whilst you are half-way through your productive insight about the monthly analytics. Paul will of course scupper any chance of you making your points eloquently and end up discussing sales targets.
And just in-case, post-call, you have any fight left in you you’ll be sent over all the discussion points, word for word, on Slack. This is done just to ensure that the last 1 hour you’ve spend on our ’15 minute’ video-call is rendered completely and utterly useless.
So what next?
Yes, when it comes to video-meetings I will openly admit I am a terrible person. But I bet you are too! The good news is that we don’t mean to be, we are just a product of our environment. So enough is enough. Let’s save 31 hours a month of nonsense meetings and move the needle.
So, here are 23, 0% time-consuming, 100% actionable ways to make sure that the art of a video-call doesn’t die out because we are all useless.
1 – Have a checklist for godsake!
You think this is obvious right? WRONG! I’m not talking about a checklist that you have on your phone, Apple pages, or an email. I’m talking about using a Video conferencing solution that has an interactive-checklist built in.
Allow your meeting to structure and flow without having to open and close files and web-pages.
2 – Would you be late for a face-to-face?
2
I doubt it. So why do we do it on Video-calls?! Maybe it’s the innate desire not to be the first in the virtual-meeting room, sitting there like a lemon with only a reflection of your unmistakably bored face to keep you company.
Regardless, get there on time. Punctuality emanates efficiency.
3 – Goodbye Skype, hangouts and anything else that’s crap
3
Urgh. Give me ancient Chinese water torture. ‘Clockwork orange’ me with a season of The Kardashians. Just don’t give me a transatlantic Skype call with average to poor internet connection.
It’s 2017 people. Use video-calling software that works. They do exist!
4 – Don’t check your emails
4
If you don’t have the information to hand, check after the call and send it over. Don’t faff about disrupting the meeting. Likewise if you’ve asked for something and they don’t have it to hand.
Keep the meeting lean, and sharp. It’s a faff-free zone.
5 – Don’t read articles
5
You wouldn’t peruse an article during a face-to-face would you!? Maybe you would… But if you wouldn’t, don’t bloody do it in a video-call.
6 – You get the picture. Don’t bloody do anything apart from talk, listen and screenshare
6
Seems like slight overkill to make 3 points around the same concept. But if overkill is what it takes to get you bloomin’ focused in your weekly meeting then overkill it is. DON’T take notes during the meeting.
You may think that taking notes is a good thing. It isn’t. At least not for the poor sod trying to acutely explain things whilst having to contest with the palaver of your tippy-tappy, slowcoach typing. Find video conferencing software with audio record options, record the dialogue and make notes post-meeting.
7 – Check your tech
Don’t be the guy/girl with the pixelated face, resembling that of the world’s worst ever corporate flip-book, whilst giving your best audio impression of The Scatman.
7
Check that you’ve got good connectivity before jumping on the call otherwise visual-lag, audio-fade and all the other good stuff awaits you. If you’re genuinely concerned about your connection make a quick pre-meeting test call.
8 – Look at the camera. Not yourself
8
You know when you look at yourself on a video-call you’re not looking them in the eye, right? You also know that you never really notice this because when you look them in the eye (i.e the camera), you’re not looking at yourself anymore, right?
9 – Don’t wing it with the functionality
9
Functionality-wise, what does your conference calling software do? What doesn’t it do? Can you do it? Are you in a compatible browser? Are they? Be the authority. It looks good.
10 – If it’s not working, it’s not working!
10
Guess what? If hangouts just scrambled your call for the 4th time, the 5th call back probably won’t work a treat. 2 strike policy maximum. Then find another way or choose another time.
11 – Lighting!
11
Have you noticed that dim lights mess up the video clarity? Cool. Then don’t have a video-meeting in dim lights. Good talk.
12 – If someone joins late, acknowledge them but don’t discontinue
12
Paul from sales just won’t get the memo. Don’t scupper your discussion because he’s tardy. Don’t ruin your flow because he didn’t organise his time efficiently.
Paul can pick up the pieces, post-call. People dropping in and out is absolutely catastrophic to meeting-efficiency and focus. Be stringent with this and the bar will be set.
13 – Don’t go off script
13
Stick to your bullet points. Don’t meander. Like this answer.
14 – Settle on a service
The devil you know is better than the devil you don’t. But make sure that that devil is a good bloody service! There are some great, free ones out there.
Hopping around on different mediums is always disorganised and whether you like it or not will always detract from the consistency of excellent video-meetings.
15 – Don’t bloomin’ pay for a service that simply works. It’s 2017 people
14
If you are paying for:
A video-calling service that hangs more than the wild-west
A video-calling service that can do multi-person calls
Video-Calling service that does screenshare efficiently
A video-calling service that can be accessed by anyone without signing up.
Stop.
These can and should be mandatory in a good quality free service. Premium features have to be pretty special to command a subscription for video-conferencing.
16 – Audio record your calls!
Here’s a handy one. This kills many of the efficiency problems you face in one fell swoop.
16
Click a record button and all the note-taking can be done post-call. You look good, they look good and you haven’t killed each other with virtual hatred. It’s win-win.
17 – Be ‘Video-efficient’
No this isn’t one of those vague, crappy catchphrases that I’m using because we are getting to the end of the list and I’m trying to get over 20 points in. Promise!
17
Basically, text-boxes are evil! Most video-conferencing tools have a text box so you end up with this quasi-text, quasi-speaking jumbled spaghetti-mess of a meeting.
How are you supposed to efficiently create actionables from this. Keep your text-talk and your video-calls separate. They both have their advantages.
18 – Use efficiency timers
Such a simple concept but such a good one. 15 minute timer, 30 minute timer, whatever it is stick to it.
18
Do not run over. Keeping an eye on the time will only help in the long run. Efficiency is learnt and productivity sores.
19 – Close your tabs. Close your programs
Even if your Video Conference software is brilliant, and not bandwidth-zilla, every little helps. Keep your applications light when you are video-calling. Ensure excellent quality calls.
19
Not just this but when it comes to screen sharing you avoid looking like a disorganised turnip as you casually scroll around your pristine pages, for all to see. You stud.
20 – Make sure your screenshare actually works
20
If you have a lot of video-calls then it’s pretty likely you’re into screensharing. If you are into screensharing then it’s pretty likely you know how many crap screensharing functions exist. Finding a Video Conference website with a reliable screenshare function is golden.
21 – Follow up email.. always
Wait! Don’t just regurgitate what was spoken about in essay form. Don’t render that video-meeting pointless, we beg of you.
21
Just a few simple bullet points for clarity and accountability will do.
22 – Don’t be scared to drop to audio
Say you’ve done everything right. You’ve got killer software. Organisation is at an all-time high. You are Mr. Efficient: poignant, switched on and ready. BUT alas today the video-conferencing Gods have other ideas.
22
Well…. don’t hang-up, or reload, or sit there looking at your own pixelated blob of a face with distain. Just switch over to audio. Sure, it’s not the same we know that. But dropping down to audio and continuing the call efficiently trumps helpless faffing.
23 – If they drop to audio DON’T follow suit
I get it. Not being able to see them whilst they can see you. It’s creepy. It’s like you’re suddenly part of some weird voyeuristic video-conferencing experiment. They could be doing anything over there!
Well, on my head be it, I promise you they are not. If they can see you perfectly then half is better than none. They are still get the video experience and more times than not that is more important.
Now we’re on to something…
And there we have it team. 23 ways to construct excellent video-meetings. Trust me. Yes, the guy in the intro. THAT guy. The guy who used to kid himself that Video conferencing software was a dying breed:
‘Who needs it when you have Slack and Trello, right?’
So wrong. Video-meetings are utterly integral to excellent communication, progressive teamwork, trust and team-coordination, not to mention you’re damn accountable to your team if there’s video! And best of all, these 23 points, they are not… well… Useless.
24 – When on a Video Conference call makes sure you’ve dressed up in a full on 3-piece suit and perhaps even a top hat to command respect from your peers in the workplace.
You get the picture. What I’m saying is none of these points required me to do anything different from my usual routine. Simple, actionable tools that, if you have them as your unwavering Video Connferencing mantra, I promise will give you unparalleled purpose.
Now my bi-weekly team meetings are 15 minutes long (not a second longer), not a single team-member has been late for over a month, and most importantly everyone is on the exact same page of how to get the most out of our Video Conference calls. I’ve honestly never felt part of a more efficient and accountable, remote team. Even when I’m calling from my grandma’s desktop.
TAGS
VIDEO CONFERENCING TIPS,VIDEO MEETING TIPS
Freddie Cull
About The Author
FREDDIE CULL
"Hey! I'm Freddie. I've been in the start-up world nice I was a lil' nipper. Firstly in Beijing where I set up a strategic consultancy for Western brands in China. Then back in the UK setting up online fitness @pressforpt. Here's where my huge fascination with video-software started. TeamTalk is our first step towards seeing how far we can develop it!"
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YouGov.png
Type
Public limited company
Traded as LSE: YOU
Industry Market research
Opinion polling
Founded 2000
Founders Stephan Shakespeare
Nadhim Zahawi
Headquarters London, United Kingdom
Area served
Worldwide
Key people
Stephan Shakespeare (CEO)
Roger Parry (Chairman)
Revenue £88.2 million (2016)[1]
Operating income
£10.9 million (2016)[1]
Number of employees
692 (2016) [1]
Website yougov.com
YouGov is an international internet-based market research firm, headquartered in the UK, with operations in Europe, North America, the Middle East and Asia-Pacific.[2]
YouGov was founded in the UK in May 2000 by Stephan Shakespeare and Nadhim Zahawi. In April 2005, YouGov became a public company listed on the Alternative Investment Market of the London Stock Exchange.[3]
Stephan Shakespeare has been YouGov’s Chief Executive Officer since 2010.[4] Roger Parry has been YouGov’s Chairman since 2007. [5] Political commentator Peter Kellner was YouGov’s President until he stepped down in 2016. [6]
YouGov is a member of the British Polling Council.[7]
Contents [hide]
1 Methodology
2 Accuracy
3 Expansions
4 See also
4.1 United Kingdom
4.2 United States
5 References
6 External links
Methodology[edit]
YouGov specialises in market research through online methods. The company’s methodology involves obtaining responses from an invited group of internet users, and then weighting these responses in line with demographic information. It draws these demographically-representative samples from a panel of 5 million people worldwide including over 800,000 people in the UK.[8] As YouGov's online methods use no field-force, its costs are lower than some face-to-face or telephone methods.
Accuracy[edit]
YouGov has claimed that its opinion polls are most accurate when compared to its competitors and in particular that its online methodology is more accurate than traditional polling methods.[9] Critics have argued that, as not all of the public have access to the internet, online samples cannot accurately reflect the views of the population as a whole.[10] YouGov counters that they have a representative panel and they are able to weight their data appropriately to reflect the national audience that they are aiming to poll.[11]
During the United Kingdom general election 2005 campaign, most traditional polls reported Labour's support in the range from 38 to 41%, compared with the 36% it achieved on polling day. In contrast, YouGov's nine polls during the final three weeks of the campaign all showed Labour on 36 or 37%, although GfK NOP (published in The Independent) gave the most accurate forecast in their final poll before the election.
During the United Kingdom general election, 2015 campaign, the final predictions of all pollsters (including YouGov) underestimated the Conservative lead over Labour. Consequently, The British Polling Council announced it was setting up an independent enquiry to look into the possible causes of this apparent bias.[12]
During the London mayoral election, 2008 campaign, a YouGov poll placed Boris Johnson 13% ahead of the incumbent Ken Livingstone. Livingstone's campaign team branded the poll "fundamentally flawed", arguing that it failed to take account of London's larger ethnic minority population compared to the rest of the country, and saying that it would complain to the Market Research Council of Great Britain.[13] Ipsos MORI and ICM polls put the candidates neck-and-neck.[14] A subsequent poll was derided by Livingstone as "a transparent attempt by the Evening Standard/YouGov to give Boris Johnson a more credible lead".[15] However, Livingstone never made the official complaint that had been announced to the media, and in the event, YouGov's final poll showing Johnson in the lead by 6% was the only accurate prediction.[16]
YouGov’s final poll on the London mayoral election 2012 showed Boris Johnson beating Ken Livingstone by 5% in the first round, and by 6% (53%-47%) in the second round.[17] The final outcome saw Johnson lead by 4% in the first round, winning the election by 4% (52%-48%) after second preferences were re-allocated.
Two weeks before the Scottish independence referendum, 2014, a YouGov poll indicated that the vote would be much closer than anticipated.[18] The YouGov poll gave those in favour of independence 47% versus 45% for those against; after excluding those undecided, the figures were 51% and 49%, respectively. In the last few days of the campaign, polls indicated a lead for No of 4-6%. Soon after polling stations had closed, YouGov released a final poll that had been taken during the day of voting, indicating 46% Yes, 54% No. The actual result was 45% Yes, 55% No.
During the French presidential election, 2012 campaign, YouGov predicted François Hollande would achieve 30% of the vote and Nicolas Sarkozy 26% (the actual result was 29% and 27% respectively).[19]
During the United States presidential election, 2012 campaign, on the basis of one of the most extensive opinion polls ever conducted, YouGov predicted that Barack Obama would win the national vote by 2%.[20] This prediction proved to be one of the most accurate out of all pollsters covering the election.[21]
As well as political predictions, YouGov is known for its accurate predictions relating to popular culture. For example, in 2002 YouGov’s prediction of a victory for Will Young in the UK Pop Idol contest gave YouGov its first major media attention having been the only research organisation to get this right.[22] In 2012, YouGov correctly predicted a win for James Arthur in the 2012 X Factor contest. In a poll of The X Factor watchers conducted before the final weekend, YouGov accurately predicted that James would be crowned the winner, Jahmene Douglas would be the runner-up, and that Christopher Maloney would be eliminated on Saturday night.[23] According to the X-Factor, the Saturday voting numbers were 52% for James, 32% for Jahmene, and 17% for Christopher. YouGov’s figures were James 50%, Jahmene 35%, and Christopher 15%.[24] In January 2013, YouGov accurately predicted the volume of global Apple iPhone sales.[25]
Opinion poll analysis website FiveThirtyEight assigns YouGov a grade of B, calling 93 percent of races correctly, and with a slight bias towards the Democratic Party in United States elections. [26]
Expansions[edit]
In 2006 YouGov began expanding outside the UK through acquisitions and acquired Dubai-based research firm Siraj for $1.2 million plus an eventual earn out of $600,000. In 2007 they added Palo Alto, CA based US research firm Polimetrix for approximately $17 million, Scandinavian firm Zapera for $8 million and German firm Psychonomics for $20 million. In 2009 and 2010, YouGov expanded its US operations with two acquisitions; first buying Princeton, NJ research firm Clear Horizons for $600,000 plus an earn out of $2.7 million, then Connecticut-based research firm Harrison Group for $6 million with a $7 million earnout. In 2011, YouGov acquired Portland, OR-based firm Definitive Insights for $1 million with a potential $2 million earn out. In 2011, YouGov made its first organic expansion by opening an office in Paris, France. In January 2014, YouGov entered the Asia Pacific region with the acquisition of Decision Fuel for an estimated consideration of approximately £5 million.[27]
See also[edit]
United Kingdom[edit]
Opinion polling for the 2005 United Kingdom general election
Opinion polling for the 2010 United Kingdom general election
Opinion polling for the 2015 United Kingdom general election
Opinion polling for the Scottish independence referendum, 2014
United States[edit]
Nationwide opinion polling for the United States presidential election, 2012
Statewide opinion polling for the United States presidential election, 2012
References[edit]
^ Jump up to: a b c "YouGov Preliminary Results 2016" (PDF). Retrieved 2016-10-11.
Jump up ^ "YouGov offices". Retrieved 2015-05-31.
Jump up ^ "London Stock Exchange - YouGov". London Stock Exchange. Retrieved 2015-05-31.
Jump up ^ "Zahawi stands for parliament and steps down as yougov ceo". Research Live. 2010-02-22.
Jump up ^ "Parry takes post at YouGov". The Guardian. 2007-01-15.
Jump up ^ "YouGov President Peter Kellner to Step Down". MR Web. 2016-02-15.
Jump up ^ "British Polling Council Officers and Members".
Jump up ^ "YouGov Panel". Retrieved 2015-05-31.
Jump up ^ "YouGov Panel Methodology - research Q&A's". Retrieved 2015-05-31.
Jump up ^ "Livingstone criticises YouGov". Pink News. 2008-04-07.
Jump up ^ "YouGov Panel Methodology". Retrieved 2015-05-31.
Jump up ^ "Independent inquiry into why the preelection polls were so inaccurate". The Independent. 2005-05-08.
Jump up ^ "Mayor makes complaint against YouGov over polling". The Guardian. 2008-04-07.
Jump up ^ "Livingstone leads Johnson in latest poll". The Guardian. 2008-04-09.
Jump up ^ "London: Mayor & More". Dave Hill (The Guardian writer). 2008-05-01. Retrieved 2015-05-31.
Jump up ^ "Boris and YouGov Triumphant". MrWeb. 2008-05-06.
Jump up ^ "Final poll puts Boris Johnson ahead by six points in Mayor race". The Standard. 2012-05-03.
Jump up ^ "YouGov poll finds rapid shift in favour of Scottish independence". The Financial Times. 2014-09-02.
Jump up ^ "What happens after France's first election round?". BBC News. 2012-04-23.
Jump up ^ "U.S. Election: YouGov Poll In UK Says Obama Will Win". Huffington Post. 2012-11-05.
Jump up ^ "Which pollsters to trust, in one chart". Washington Post. 2012-11-07.
Jump up ^ "Internet polling gets to heart of the matter". The Telegraph. 2002-04-27. Retrieved 2015-06-17.
Jump up ^ "YouGov gets it right on X-Factor". 2012-12-10. Retrieved 2013-09-29.
Jump up ^ "The X Factor voting numbers revealed HERE!". ITV. 2012-12-09. Retrieved 2013-09-29.
Jump up ^ "Perception Scores Show Samsung, Apple at Parity". Forbes. 2013-01-17. Retrieved 2013-09-29.
Jump up ^ King R, Scheinkman A, Silver N. "FiveThirtyEight's Pollster Ratings". FiveThirtyEight. Retrieved 10 February 2016.
Jump up ^ "Acquisition of Decision Fuel". Investegate. 2014-01-09. Retrieved 2014-01-20.
External links[edit]
Official website
Categories: Service companies of the United KingdomPublic opinion research companiesCompanies established in 2000Marketing research companies of the United Kingdom2000 establishments in the United KingdomOpinion polling in the United Kingdom
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YouGov is an international, full service market research agency primarily using online panels to provide quantitative and qualitative research across a range of specialisms. YouGov is considered a pioneer of online market research and is the authoritative measure of public opinion and consumer behavior.
YouGov has offices in the UK, US, Europe, Scandinavia and the Middle East, and can conduct research in all continents using its extensive network of panels.
CHAPTER 2
I DON'T WANT TO DROWN IN DATA ...
For companies, Big Data is increasingly no longer a "nice to have" - but the next frontier in terms of competition, growth, innovation and customer insights. And yet this requires careful planning: as Tamara McCleary, Founder of brand relations firm RelationShift, says, "The future of data success is contingent not only on data acquisition and mining data, but also how quickly they respond to that data".
But as the tidal wave of consumer metrics swells ever larger, managing the influx can be, at best, time-consuming. And at worst, overwhelming, trying to gauge meaningful insights is always the challenge: 20%
The reduction in call centre employees leaving technology company Xerox, after the HR department used big data to improve engagement and even hire new personality types. Black Book
The name of the secret algorithm for perfect orange juice – developed from Big Data by Coca-Cola to protect brands like Minute Maid and Simply Orange from fluctuating orange crops or taste variance from one orange to the next.
As companies, governments and individuals begin to sift their databases more inventively and intuitively than ever before
Big Data does not have to mean "Big Fear"
And while Big Data is still a mystery to many businesses - those that do understand it can reap huge rewards. These organisations will increase their focus on becoming data and customer-centric. Information is at the core of the new digital ecosystem. And organizations need to treat data and information as they would any critical business asset.
Danie-Zoe Jimenez
Associate Director - Digital Transformation, Big Data & Anlaytics at IDC
CHAPTER 3
LET’S GET PERSONAL…WITH DATA
When the power of Big Data is utilised correctly, it is possible to “know” your customer more precisely than ever before.
For all the opportunities Big Data can offer business, none are more vital than a more personalised relationship with the most important individuals: the customers themselves. But the stakes are high:
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