Last time we discussed video conferencing from a moderator's perspective and the importance of creating a video conference agenda, but what if you're a participant? Successful legal video conferences require participants to take an active role and arrive fully prepared.
Whether your law firm is holding a video conference amongst partners and associates or is meeting with clients remotely, your participation begins long before the camera turns on.
Before the Video Conference The organizer or moderator will most likely have an agenda, though it may not be distributed in advance.
If you have not received one, ask the organizer if an agenda is available.
By knowing exactly what will be discussed beforehand, you'll be better able to prepare.
Examine each agenda item and brainstorm ideas and questions.
During the discussion, some of your questions may be answered.
If not, you should have the opportunity to ask them.
Best of all, when asked for input, you'll have ideas to contribute and be less likely to draw a blank.
In some cases, you will be listed on the agenda.
For example, you may be given ten minutes to discuss your new document repository.
Prepare for your portion of the conference ahead of time just as you would prepare for any public speaking engagement.
If you have handouts, find out how to distribute the files electronically during the conference.
Some video conferencing software makes it easy to share documents.
If this is not an option, consider emailing the files to all participants afterwards.
It's smart to become familiar with the video conference software and equipment a day or two before it is scheduled.
If you need to install software, do so in advance and familiarize yourself with the interface and its features.
Make sure your webcam and audio equipment work well and learn how to mute and unmute your microphone.
During the Video conference Arrive looking polished and professional.
Do your best to maintain "eye contact" by looking into your webcam.
This includes when speaking as well as when listening.
Since you will be on camera throughout the video conference, avoid the temptation to multitask.
When you are not speaking, mute your microphone as any sound from your office could easily be amplified and become disruptive.
Turn your phone ringer off and mute any alerts your computer may generate.
When others are speaking, wait until the floor is open to ask questions or provide feedback.
When it's time to contribute, make sure to unmute your microphone and speak in a natural tone of voice.
If you've been given an agenda item, stay within your given time frame and do your best not to stray too far off from your key points.
After the Video conference After the conference, the moderator should send a short summary of the legal video conference or minutes from the meeting.
Depending on the complexity of the video conference, you may also receive a video recording of it for sharing with your staff or for later review.
If you promised to follow up with other participants in some way, such as by emailing handouts or answering questions that were not able to be answered during the conference, make sure to follow through.
Your active involvement in a video conference is just as important as the moderator's leadership.
Prepare in advance, actively participate, and follow through at the end.