Keeping Your Professionalism Up For Zoom Meetings and Videoconferences

Zoom meetings, Skype chats, and videoconferences are all the rage these days, especially as many of us are stuck—or gifted with, rather—working from home.  While many in the professional world are already familiar with these services, some still struggle with these emerging technologies, especially since there isn't a universally accepted code of etiquette as there is with phones, emails, and texts, other than being generally polite as you would otherwise.  In this article, we'll discuss the ways in which you can keep your virtual business meetings running smoothly, taking into account both style and practical considerations.

--Physical Connections--

            Before we get into style tips and aesthetics, it's important to cover the basics first.  Zoom meetings can't happen without reliable Internet connections and electricity, so it's imperative that you make sure all of your devices are in working order.  The last thing anyone wants during videoconferences is dropped connections or intermittent signals.  If you anticipate greater reliance on videoconferences in the near future, make sure to reset your router and modem if you haven't already done so, and it's good to do this every few weeks.  With most models, all it takes is unplugging them and then plugging them back in.  This mundane but vital step will decrease the likelihood of bad connections.

--Sprucing Up Your Workspace--

            When you're on video calls with prospective clients or colleagues, a little professionalism always goes a long way.  This can be challenging at times, especially if you find yourself working from a smaller space than you're used to in an office setting.  Even if your new commute is only a few feet away from your bedroom door, do your best to set up a space that you keep separate from the rest of your living areas.  As tempting as it may be to open up your laptop while you're still under the covers, no one wants to talk business when it looks like you just literally rolled out of bed.  Keep your workspace—even if it's just your dining room table—neat, clean, and tidy while you're conducting meetings.  Better yet, keeping your television, bed, sofa, or messy kitchen out of view is just another subtle way to show a little bit of professionalism without putting in too much effort.  If you do have a spare office in your living space, treat it as you would an office away from home.  Keeping your office organized, especially when it's potentially going to be on camera, can do wonders on first impressions during Skype or Zoom interviews.

--This Goes For Your Virtual Desktop, Too--

            Yes, it's tempting to save all of your Word documents, spreadsheets, and presentations to your desktop on your computer, until it becomes so cluttered that it looks like you're playing a game of Solitaire with random folder icons.  This not only makes your work disorganized, but also can slow down the performance of your machine.  By sorting everything into proper folders and keeping your virtual desktop free of clutter, you'll optimize its output and ease unnecessary strain on your computer's internal components, thereby leading to better, cleaner connections for videoconferences.  Also, be sure to close out any unnecessary tabs you may have open in a Web browser, as this will also make your computer run more smoothly on video calls that can eat up a lot of data.

--Dressing The Part--

            Now that we've got all the housecleaning stuff out of the way, it's time to figure out your wardrobe.  It's true that not all companies and industries are the same, so expected standards of dress for business meetings—whether virtual or in person—are going to be different depending on what you do.  So it's important to gauge this aspect carefully.  A good rule of thumb to follow for video calls is that you should apply the same standards of dress you would normally adhere to for professional staff meetings in person.  Unfortunately, that means you shouldn't wear pajamas or sweat pants, even if your camera is only capturing everything above your desk; you'll never know when you might need to get up for that extra cup of coffee.  Above all else, be presentable and clean, no matter what dress code implications your company or clients may follow.  Even if you're not required to don the full suit and tie, being casual does not equate to being sloppy.  Save the hoodies, ripped jeans, and T-shirts for after your workday is over, or at the very least, once all of your videoconferences are through.

--Tone Down Your Colors and Patterns--

            Cameras unfortunately have limitations in the true colors they can reproduce, and while these considerations are of much less importance than looking clean and professional, loud colors and intricate patterns can cause visual anomalies that otherwise wouldn't be present if you were to meet someone in person.  You want your colleagues to remember what you're saying during a meeting, not to be distracted by a striped bright red tie that looks like it's moving across the screen even when you're sitting still.  Thankfully, most applications used for video chats allow you to see yourself as others see you, so you'll be able to test out your outfit before you conduct that important meeting.  But the best thing to do here is to keep your patterns and colors to a minimum, especially if you're in a hurry.

--Lighting--

            Just like the colors and patterns on your clothes, it's best to achieve a semblance of balance with the lighting in your workspace.  You want it to be ample, but not too overpowering.  Cameras on phones, computers, and tablets tend to be hypersensitive in terms of how they pick up ambient lighting, so if your angle is off by even just a little bit, you might appear only as a silhouette on the other end of the line.  Conversely, you yourself might appear too bright against a background that is hardly visible at all.  Aside from a little trial and error, make sure any light sources aren't too close to your camera's lens or shining directly into it; just by following those simple guidelines, you're likely to come out ahead.  One more thing to keep in mind is distance between yourself and the camera.  Sitting at a normal desk in a typical office chair about 2 to 2.5 feet away from the camera lens should allow the upper part of your body—shoulders, head, etc.—to fit comfortably in the camera's frame without appearing too close or too far away.

--Style Tips--

            Certain professions, in particular the legal and financial ones, normally require a full suit and tie for the typical workday.  If you work in either of these fields, you may want to consider donning a full suit and tie even for your virtual meetings.  Your clients, especially in the legal field, will appreciate that extra touch of professionalism, even when it's not expected or required.

            But as more people are working from home right now, you can get away with dressing down a notch or two most of the time.  If business casual dress is more your style, at the very least keep your dress shirts in the same condition as you would if you were still heading to the office every day.  Common sense is always going to prevail here, so even if you have a little more leeway in what you can get away with, use that extra wiggle room wisely.  When it comes to bold colors and eye-dazzling patterns, it's best to err on the side of caution.

            If you're one of the lucky few who never had to encounter any dress codes while you were still heading into the office, there may not be any expectation to dress up at all for meetings, virtual or otherwise.  In this case, collared shirts are still preferable, but if you really want to push the limits of dressing down, just make sure your clothes are neat, clean, and fitting for the occasion.

--Other Considerations--

            Aside from dress code tips and basic functionality of your Internet connections, when you're hosting meetings online, the placement of your home workspace is also vital.  We understand that not everyone can set aside an entire room in their home exclusively for work, but when it is possible to do so, it's best to keep your work area—whatever that may be—out of the way of any ambient household noise and heavy foot traffic that might disrupt your virtual meetings.  Even if you must work from your living or dining room, consider using a spare bedroom for video calls so long as the space is clean and suitable.  Being able to shut a door when you might have others working from your household will drastically reduce ambient noise that might get picked up from sensitive microphones built into modern computers.  Also consider keeping your videoconferences on the shorter side and sticking to what's important during the meeting, as others you're conversing with for work might have other calls to take and may be limited on time.

            Remote work can be quite an adjustment for some people, so if you can keep your cool by appearing professional and empathetic to your colleagues on the other end of the line, you'll find that everyone will be better off in both productivity and peace of mind.  In the spirit of virtual meetings, consider scheduling a videoconference with one of our expert clothiers here at Enzo Custom to get you fitted into something that will suit you well for your other videoconferences.  And don't worry, we won't judge you if you're wearing slippers on your feet when you order.