English for Online Meetings - Handling Technology
Summary
TLDRThe video script offers a behind-the-scenes look at online meetings with Jay, a technical support specialist. It humorously covers common issues like muting, unmuting, camera and microphone adjustments, and internet connectivity problems. Jay and others guide viewers on best practices for participating in online meetings, emphasizing the importance of clear communication and professional presentation. The script also touches on the use of virtual backgrounds and the necessity of being mindful of one's background during video calls.
Takeaways
- đ Jay has a side job providing technical support for online meetings, drawing on his experience in television news production.
- đ§ Jay can usually fix common online meeting issues, highlighting the importance of technical proficiency in remote work setups.
- đ„ Muting and unmuting are essential skills for participants to manage their audio during online meetings.
- đ„ The distinction between a host and a chairperson in online meetings clarifies different roles in managing the meeting's flow and content.
- đ€ The necessity for participants to know how to mute themselves is emphasized, especially in large meetings where the host may not be able to manage all audio controls promptly.
- đĄ Adjusting microphones and checking camera functionality before joining a meeting is crucial for clear communication.
- đ„ïž Lighting and background setup affect the video quality, with recommendations to use front lighting and consider the background for a professional appearance.
- đ± Virtual backgrounds can be distracting and are not always recommended, despite some companies using them for branding.
- đ¶ Internet connection issues like freezing or disconnections can disrupt meetings, underscoring the need for robust online infrastructure.
- đ Clear communication and frequent checks are vital in online meetings to ensure everyone is on the same page and engaged.
Q & A
What is Jay's additional job besides being in the video?
-Jay provides technical support for online meetings.
How does Jay describe the experience of working on online meetings compared to his previous job in television news production?
-Jay finds both experiences similar as they are live and can have many things go wrong, which he finds exciting and gives him an adrenaline rush.
What is the role of a host in an online meeting?
-The host handles the technical side of the meeting, including muting and unmuting participants, while the chairperson usually manages the discussion and interaction.
Why is it important for participants to know how to mute and unmute themselves during a meeting?
-In large meetings, it can take time for the host to mute everyone, so participants need to know how to mute themselves to avoid unwanted noise or distractions.
What common problems can occur with microphones during online meetings?
-Common microphone issues include not being able to hear someone, needing to unmute, and having to adjust the microphone to be closer to the speaker's mouth for better sound quality.
How can poor lighting affect a participant's appearance on camera during a meeting?
-Poor lighting can cause a participant to appear dark and make their face difficult to see, especially if they are sitting with a light source behind them.
What is the recommendation for dealing with background noise or distractions during online meetings?
-It's recommended to use a quiet space for the meeting and to be mindful of what is visible in the background to maintain a professional appearance.
Why might some people prefer not to use virtual backgrounds during meetings?
-Some people find virtual backgrounds distracting, especially when they cause parts of a person's head to disappear when they move.
What advice is given for dealing with technical difficulties such as slow internet connections during online meetings?
-It's important to communicate any delays, explain what is happening, and ensure that everyone is aware of the issues and any steps being taken to resolve them.
What does the term 'crystal clear' imply in the context of online meetings?
-Being 'crystal clear' in online meetings means having very clear and effective communication to ensure everyone understands what is being said and done, despite potential technical challenges.
What is the significance of checking in frequently during online meetings?
-Frequent checking in is important to ensure everyone is on the same page, seeing and hearing the same things, and to address any issues promptly.
Outlines
đ„ Online Meeting Etiquette and Technicalities
The paragraph introduces Jay, who works in technical support for online meetings, drawing parallels to his past experience in television news production. Jay discusses the excitement of live meetings and the common issues that arise, such as muting and unmuting, which participants must handle themselves. The distinction between hosts and chairpersons is clarified, with hosts managing the technical aspects and chairpersons leading discussions. The paragraph also covers the importance of checking microphones and cameras before joining a meeting, the impact of lighting on video quality, and the potential for background distractions. It highlights the necessity for clear communication and the ability to troubleshoot common technical issues during online meetings.
đŹ Enhancing Online Communication
This paragraph delves into the nuances of effective communication during online meetings. It emphasizes the importance of being proactive in managing one's audio and video settings, such as muting when not speaking and ensuring clear visibility. The paragraph also addresses the challenges of internet connectivity, including delays and disconnections, and suggests strategies for maintaining engagement and clarity. The use of polls and sharing screens is discussed as a means to enhance interaction, with a focus on the need for patience and clear communication during technical processes. The paragraph concludes with a call to action for viewers to subscribe for more content on improving communication in online meetings.
Mindmap
Keywords
đĄTechnical Support
đĄAdrenaline Rush
đĄMuting
đĄHost
đĄCustomer Satisfaction
đĄLighting
đĄBackground
đĄCommunication
đĄPoll
đĄConnection
Highlights
Jay has a side job providing technical support for online meetings.
Jay's experience with live television news production helps him handle the live nature of online meetings.
Adrenaline rush from live meetings is compared to that of live television production.
Common issues in online meetings include audio and video malfunctions, which Jay can usually fix.
The pandemic has made most people familiar with online meeting technology.
Muting and unmuting are essential skills for participants to manage in online meetings.
Hosts have the ability to mute participants but not to unmute them.
The role of a host differs from that of a chairperson in managing meetings.
Self-mute is important in large meetings to manage audio efficiently.
A new team member, Tom, introduces himself and discusses his role in the project.
Muting issues are highlighted when Tom's audio is initially off.
Instructions on how to use the mute button are given to ensure clear communication.
Adjusting microphones for better audio quality is crucial in online meetings.
The importance of not talking over others for effective communication is emphasized.
Camera issues such as turning them on and checking one's appearance before joining are discussed.
Lighting issues and solutions for better video quality are presented.
The use of virtual backgrounds and their potential distractions are debated.
The necessity of clear communication and checking in during online meetings is stressed.
Technical issues like slow internet connections and how to handle them are covered.
The importance of subscriber engagement through channel subscription and video sharing is mentioned.
A preview of the next video's focus on being crystal clear in English zoom meetings is given.
Gratitude is expressed to contributors Kathy and Tom, with an invitation to follow them.
Transcripts
Thereâs something you probably donât know about Jay. He has another job providing Â
technical support for online meetings. So how many meetings have you worked on?Â
Thousands. And whatâs it like?Â
Well, you know, I used to produce television news programs and itâs Â
similar. Theyâre live so lots of things can go wrong. But that also makes them exciting.Â
He likes the adrenaline rush. Adrenaline is that substance our bodyâs produce when weâre excited.Â
Have you ever seen anything go wrong in an on-line meeting?Â
Lots of times! But I can usually fix it. And because of the pandemic, most people are Â
familiar with the technology these days. So we know which buttons to press, now.Â
Well, I wouldnât say that, but I can explain if you need help.Â
OK, everyoneâs here. Letâs start. Vicki, can you turn your camera on so we can see you?Â
Oh, sorry. Hi everyone. Great. Iâd like to begin by Â
welcoming a new member of the team. Tom, would you like to introduce yourself?Â
We canât hear you, Tom. Can you unmute yourself? Sorry about that. Hi everyone. Iâm Tom, Â
and Iâm based in Almeria in Spain and Iâll be your Spanish point person in on this project.Â
Muting is when you turn off the sound and unmuting is when you turn it on.Â
Theyâre both common problems. Hosts can mute people, but they canât unmute them.Â
So we have to do that ourselves. Yeah. And hosts are the people Â
who run the meeting. Are they the chairperson?Â
They could be, but in large meetings, itâs often someone else. The host handles the Â
technical side of things and the chairperson handles the discussion and interaction.Â
So itâs the host that can press the button to turn off our mikes?Â
Yeah, but in large meetings muting can take time so you need to know how to mute yourself.Â
In Spain we have another way of measuring customer satisfaction where we use an Â
online tool to conduct polls. Is that a dog?Â
Sorry Tom, weâre having trouble hearing you. Everyone, if youâre not speaking, Â
can you put yourself on mute? Whereâs the mute button?Â
Itâs at the bottom left of your screen. IÂ think itâs stopped. Tom, please go ahead.Â
OK, Iâm going to show you a tool we use to measure customer satisfaction in Spain.Â
So Kathy told you what to do there. Yeah. Hereâs another instruction Â
you might need to give. The projectâs a little behind Â
schedule but we should be able to catch up. Youâre very quiet. Can you adjust your mike?Â
Adjust my mike? Yeah, move it closer to your mouth.Â
Sorry about that! You should really check your mike Â
before you join a meeting. And another thing of course - you canât talk over other people.Â
So thatâs how we do it. Tom, I have a question.Â
Can you explain that again? Could you speak one at a time, please?Â
I think that sounds... I donât understand how that worksâŠÂ
Thatâs great Tom but ⊠Can you explain again?Â
One at a time means first one person and then another.Â
You canât overlap. Now thatâs microphones, but what about cameras?Â
Well, youâve got to remember to turn them on of course.Â
Vicki, your cameraâs not on. Oh sorry.Â
With most meetings you can check that your camera is on and how you look before you join.Â
Jay, your cameraâs off. Oh sorry. Can everyone see me now?Â
Now what else can go wrong with cameras? Well, lighting is a common issue. Â
Sometimes people sit with a window or light behind them and then theyâre dark and we Â
canât see their face. How can we fix that?Â
Put lights in front of you and close the drapes or the shades on the windows behind you.Â
Can you use any lights? Like desk lights? They could work. You want to light up your face.Â
Now I like looking at peopleâs backgrounds. Itâs sometimes interesting to see inside their homes.Â
Which means you need to think about whatâs showing in the background.Â
If you want to look professional, donât take the call in the toilet.Â
Hi everyone. Sorry Iâm lateÂ
Some people use virtual backgrounds or background effects.Â
I hate them! When you move half your head disappears. I think theyâre very distracting.Â
Yeah, but sometimes companies require them. They have backgrounds with their logos on them Â
and I think a lot of people are used to that now. OK, what else should and shouldnât we do Â
in on-line meetings? Hmm, Â
well, itâs all about good communication really. OK, letâs have a poll now. Jay? ... Jay, can you Â
bring up the poll? ⊠Jay, can you hear me? Yeah, Iâm just searching for it.
You see thatâs no good. Things can take more time online and if thereâs a delay, Â
you need to explain whatâs happening and what youâre doing.Â
Iâm pulling up a poll now. It might take a few seconds to load.Â
The fileâs uploading now but itâs taking a little time.Â
The internet is slow today. Iâm afraid my connection isnât very good.Â
And of course, if you donât know how to do something, sometimes youâll need to ask.Â
Whereâs the mute button? How can I share my screen?Â
I donât know how to stop sharing. How do I upload a file?Â
How can I change my screen name? Bad connections are another problem. Â
Sometimes people freeze or disappear.Â
So, Vicki, what do you think of that idea? Oh, I have a lot of thoughts. For one thing âŠ.Â
Ah, I think Vicki is frozenâŠÂ And now sheâs disappeared.Â
We have some different words for that. You can get disconnected.Â
And more informally we say you get kicked out of a meeting or youâre booted out.Â
And remember, people have different internet speeds, so you need to keep checking that Â
everyoneâs seeing and hearing the same things. OK, Iâm sharing my screen. Can you see it?Â
Can everyone hear me, OK? I uploaded a file. Tell Â
me in the chat if you can see it. And just generally, there needs to Â
be a lot more checking in online meetings. Your communication has to be extra clear.Â
And thatâs what weâll look at in our next video â how to be crystal clear in English zoom meetings.Â
So, make sure youâve subscribed to our channel so you donât miss it.Â
And if youâve enjoyed this video, why not share it with a friend?Â
Weâd like to say a big thank you to Kathy and Tom for helping us make this.Â
Iâll put their details below so you can follow them as well.Â
And see you next time everyone.Â
Bye everyone. Bye-bye.
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