Those who look directly into the camera during video conferences are perceived as more likeable and present by the other person. (Photo: © Andriy Popov/123RF.com)
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1 January 2023
Crafts 4.0: Video conferencing with customers and employees has become established in businesses since the coronavirus pandemic. But what should craftspeople keep in mind when conducting professional online meetings?
Video conferencing offers many advantages for craft businesses : Employees save travel time and costs during customer meetings . When exchanging information with colleagues, the camera allows them to see the situation on-site and offer helpful input – for example, on construction sites. At the same time, the visual aspect makes all conversations much more personal than a phone call.
When choosing the right technology, tradespeople should distinguish between conversations with customers and those with colleagues . Discussions with colleagues are much more informal, so it's not essential that everyone presents themselves in the best possible light on camera. The outcome of the conversation is what matters most . Therefore, the built-in cameras in smartphones , tablets , and laptops are perfectly adequate . Lighting, background, and seating position are of secondary importance.
The situation is quite different when it comes to conversations with customers – especially initial contacts : Anyone wanting to make a good impression should avoid shaky and poorly lit images . In the business world, pixelated transmissions or poorly understood conversations quickly appear unprofessional . Therefore, companies should invest in good technology and a quiet environment . While many laptops already have integrated speakers, a microphone, and a webcam, the quality – depending on the price range – is often only mediocre. Therefore, it can be worthwhile to purchase more powerful hardware.
High-quality webcams, for example, produce better images in poorly lit environments. Some devices also have integrated active noise cancellation . In some situations, a headset is also recommended : This makes audio information easier to understand despite a lot of background noise, while also reducing distractions for colleagues.
Operations management
Operations management
Operations management
Those who look directly into the camera during video conferences are perceived as more likeable and present by their counterparts . This was the finding of a study conducted by the Universities of Gothenburg and Stanford with approximately 4.000 participants in the spring of 2022. Conversely, if participants look at the monitor or to the side, a negative impression is more likely to be created. Another finding of the study: Positive perception increases when the camera is positioned above eye level – rather than at eye level, as is often recommended. For customer meetings via camera, it is also advisable for tradespeople to retreat to a quiet room to avoid colleagues walking through the frame and distracting noises. A plain-colored wall that doesn't detract from the conversation is ideal as a background. Alternatively, many video conferencing programs allow you to blur the real background or display a virtual environment.
The camera used should have a resolution between HD ( 1.280 x 720 pixels ) and 4K ( 4096 x 2.160 pixels ). For smooth data transmission, an upload speed of at least 4 megabits per second per person is required for HD, while for 4K video calls, at least 10 Mbps is recommended.
Lighting plays a crucial role in creating a good video image. Anyone who appears only as a shadowy figure or is lost in strong backlighting will not make a good impression. An important rule of thumb: bright light should never be behind a participant – not even from windows. If the room lighting is too dim, additional LED lights with color temperatures between 2.700 and 6.000 Kelvin are a good choice. These either come with mounts for monitors and laptops, or have stands for use on a table or floor. The color temperature and brightness of the lighting should be adjustable as needed. For optimal positioning, the participant should ideally sit directly in front of or at a 45-degree angle to the light source . With the technology, internet connection, and lighting optimally set up, nothing stands in the way of successful customer meetings.
Place or mount the camera on a solid, vibration-free surface, ideally just above eye level. Part of the subject's upper body should be visible in the frame, with a small gap between the subject's head and the top of the frame.
Make sure the lighting is good, without backlighting. A light source behind the display or bright, indirect lighting is ideal.
Create a quiet atmosphere. This includes ensuring that no cups are placed noisily on the table during the conversation. You should also minimize street noise, music, and noisy pets as much as possible. It's best to set landlines and cell phones to "silent" before the conversation.
Before the interview, do a technical check: Are the camera, speakers, microphone, and internet connection working? Is the camera well positioned? Is your video image well lit? You should plan at least one to two minutes for this.
To test your internet connection – especially when you're on the go – you can use the website breitbandmessung.de provided by the Federal Network Agency. Your upload speed should be at least 4 to 10 Mbps, depending on the desired image quality.
Look directly into the camera when you're speaking. This will give the other person the impression that you're looking at them. While the other person is speaking, you can look at the screen.
Use the "Screen Sharing/Screen Mirroring" feature to show clients reference projects, quotes, or plans during a meeting. This not only creates a professional impression but also makes projects easier to understand.
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