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China has long been known as a nation of etiquette, with its people placing great emphasis on proper conduct, especially during formal events where the standards are even stricter. Conferences, a traditional form of gathering, come with numerous ceremonial expectations for attendees. Similarly, modern video conferences impose certain behavioral norms. This article aims to explore the etiquette and key considerations for participating in video conferences.
Firstly, always allocate a few minutes prior to the start of the video conference to ensure everything is set up correctly. While setting up video calls is quicker than organizing physical meetings, it’s crucial to prepare ahead of time to avoid last-minute stress. Secondly, manage the duration of the meeting carefully. Though unforeseen circumstances might occasionally shorten or prolong sessions, maintaining a reasonable timeframe can enhance productivity. Thirdly, remember to mute your microphone when not speaking. Video conferencing setups typically include pre-installed microphones, making it easy for background noise to disrupt the session. Muting your mic when not actively contributing helps maintain clarity. Fourthly, think about the placement of banners or signage to ensure they don’t obstruct the view or interfere with the video feed. Fifthly, keep your mic unmuted only when speaking and provide a slight pause between speakers to avoid interruptions. Sixthly, ensure your mic isn't accidentally left on, as minor sounds like coughing or rustling papers can become distracting. Lastly, if you have time to prepare, opt for solid-colored clothing as vibrant patterns can confuse cameras and affect video quality.
When arranging a video conference room, consider several factors. Regarding lighting, opt for white warm light to prevent focusing issues with the camera lens. Keep the conference room's backdrop simple and uncluttered to save bandwidth. Avoid overly reflective table surfaces to prevent glare. Red tones should be avoided as they can make visuals less clear.
For audio considerations, place microphones away from speakers to eliminate echo risks. Test all audio functions beforehand, including testing the call and using the system's built-in features. Ensure microphones are kept distant from noise sources like air conditioners and laptop fans. In larger settings, investing in echo cancellation and howling suppression devices can significantly enhance the experience.
In larger conference rooms, focus on adjusting camera angles to highlight key participants. Consider adding extra cameras based on the space size. If feasible, install an adjustable lighting system to adapt to various needs. Control the camera's pan and tilt to avoid extreme angles, using presets where possible.
By adhering to these guidelines, video conferences can run smoothly, ensuring efficient communication and professional interactions.