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As a Virtual Assistant, video calls are a must. These will be calls with potential and current clients, other Virtual Assistants, team members, or participants at your events.

If you haven't participated in many video calls, it can be a bit awkward and difficult to get used to it. However, when you apply the right approaches, you will soon get the hang of it. Here are seven tips on how to ensure your video calls run smoothly and effectively. 

1. Check Your Connection

Before your call, make sure you have a strong internet connection. A bad connection can be extremely distracting and even drop your call. Check your devices and have a backup ready in case there’s a problem with one. If you have family members at home, notify them that you'd be on a call. This step is super helpful to avoid any burden on the Wi-Fi while you’re on your call.  

2. Test Your Lighting

Before the call, check out your lighting. See how you look on camera. You don’t want to appear too dark or too washed out. Try out different lights to see what looks most natural. Make sure there isn’t any light behind you which would affect the way the other participant(s) see you. 

3. Pay Attention to Presentation

Even though you’re accustomed to working at home in your pajamas, please dress appropriately for video calls.

It's up to you if you want to go all out with business attire but business casual will do just fine. So that means no thinned-strap or tube tops 😉

Professional attire not only creates a good impression but also puts you in the correct mindset for work.

Another important point is to pay attention to the background of your video. For example, remove hanging clothes or children's toys. Avoid 'noisy' backgrounds that are full of items since they could be distractions for the other participant(s).

Experiment with the angle of your webcam so that you’re not too close or too far away. Also, keep in mind that Zoom and Google Meet backgrounds could make you look distorted if you don't have the right setup in your room.

For more info on this, I recommend Gary Roger's Free Webcam Workshop. 

4. Remember You’re in a Meeting

During the video call, keep in mind that people can see you. They can see your facial expression and can tell whether you’re listening or not.

Non-verbal clues like nodding and smiling are even more important on video calls than in person to confirm that you’re present.

We also highlighted, in our blog post, "7 Tips to Help You Nail Your Discovery Calls", the importance of being engaged. 

Also, avoid eating during the call unless you're having a co-working session with team members or there's a mutual agreement with the other participant(s).  

5. Stick to the  Time

Just like any meeting, be on time. We’re often relaxed with time when we’re not hurrying to get to a physical location. But just like a regular meeting, everyone should take it seriously.

Create an agenda and stick to it. Wrap up the call at the appointed time so participants can get back to other things they need to do.

6. Use the Mute Function

Mute yourself when you’re not talking, especially if there are several participants on the call. Background noises can be distractions.

For example, everyone may hear cars passing outside, household noises, or the sound of you moving. A very popular one is the sound of a lawnmower or weed whacker.

This is where a good noise-cancelling headset can make a huge difference.

7. Have a Backup Plan

Technical or connectivity problems are almost inevitable, so have a backup plan ready. Here are some backup plan ideas:

• Have an alternative time slot for the meeting.
• Switch to audio if the video slows down for you or your participant(s).
• Record the meeting in case someone can’t connect and participate. 

Final Thoughts

The good news is that we’re all getting increasingly used to holding video meetings for your virtual assistant business. Also, there has been significant improvement in technology.

You can hold important meetings without everyone in the same location and there are customization options you can take advantage of to make meetings more productive. 

Are there other steps you take to prepare for video calls? Share in the comments.