English for Online Meetings - Handling Technology

Summary

The 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

• 😀 Jay has a side job providing technical support for online meetings, drawing on his experience in television news production.
• 🔧 Jay can usually fix common online meeting issues, highlighting the importance of technical proficiency in remote work setups.
• 🎥 Muting and unmuting are essential skills for participants to manage their audio during online meetings.
• 👥 The distinction between a host and a chairperson in online meetings clarifies different roles in managing the meeting's flow and content.
• 🤔 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.
• 💡 Adjusting microphones and checking camera functionality before joining a meeting is crucial for clear communication.
• 🖥️ Lighting and background setup affect the video quality, with recommendations to use front lighting and consider the background for a professional appearance.
• 📱 Virtual backgrounds can be distracting and are not always recommended, despite some companies using them for branding.
• 📶 Internet connection issues like freezing or disconnections can disrupt meetings, underscoring the need for robust online infrastructure.
• 🔗 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

00:00

🎥 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.

05:07

💬 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.

Keywords

💡Technical Support

Technical support refers to the assistance provided to users of technology products, such as hardware and software, to ensure they function correctly. In the context of the video, Jay provides technical support for online meetings, ensuring the smooth operation of the technology used during the meeting. This is evident when he helps with issues like muting and unmuting, adjusting microphones, and sharing screens.

💡Adrenaline Rush

An adrenaline rush is a feeling of excitement, fear, or stress that causes a release of adrenaline in the body, leading to an increased heart rate and heightened senses. In the video, Jay mentions that he likes the adrenaline rush that comes with live television news production and online meetings, where the unpredictability of live events can lead to a sense of thrill and urgency.

💡Muting

Muting in the context of online meetings refers to the act of turning off one's microphone to prevent sound from being transmitted to others. The video script mentions muting as a common issue, where participants need to be aware of how to mute and unmute themselves, as hosts can mute but not unmute participants.

💡Host

A host in an online meeting is the person responsible for managing the technical aspects of the meeting, such as muting participants, sharing screens, and facilitating the flow of the meeting. The script distinguishes between the host and the chairperson, where the latter focuses on the discussion and interaction, while the former handles the technical side.

💡Customer Satisfaction

Customer satisfaction refers to the degree to which a customer's expectations are met by a product or service. In the video, Tom introduces an online tool used in Spain to measure customer satisfaction, indicating a focus on feedback and the quality of service provided to clients.

💡Lighting

Lighting in the context of video meetings is crucial for ensuring that participants are visible and can be seen clearly by others. The script highlights common issues with poor lighting, such as having a light source behind the participant, which can cause them to appear dark and unrecognizable. The video suggests solutions like using front lighting and adjusting window shades.

💡Background

In video meetings, the background refers to what is visible behind the participant. The script mentions the importance of considering one's background, as it can affect the professional image and can be distracting if it includes moving elements or inappropriate settings. Some participants may use virtual backgrounds to maintain a consistent or professional appearance.

💡Communication

Communication in online meetings is key to ensuring that all participants understand and are engaged in the discussion. The video emphasizes the need for clear and effective communication, which includes checking in with participants, being clear about actions being taken, and managing the flow of the conversation to avoid overlaps or misunderstandings.

💡Poll

A poll in the context of the video is a tool used to gather opinions or make decisions within a group. The script describes a scenario where the host attempts to conduct a poll, but experiences technical difficulties, highlighting the importance of being prepared to manage such issues and communicate clearly about them.

💡Connection

Connection in online meetings refers to the quality of the internet link that participants have, which can affect their ability to see, hear, and interact with others. The script mentions issues like freezing, disconnections, and slow uploads, which can disrupt the meeting. It underscores the need for participants to have a stable internet connection and for hosts to be mindful of these potential issues.

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

There’s something you probably don’t know  about Jay. He has another job providing  

technical support for online meetings.  So how many meetings have you worked on? 

Thousands. And what’s it like? 

Well, you know, I used to produce  television news programs and it’s  

similar. They’re live so lots of things can  go wrong. But that also makes them exciting. 

He likes the adrenaline rush. Adrenaline is that  substance our body’s produce when we’re excited. 

Have you ever seen anything go  wrong in an on-line meeting? 

Lots of times! But I can usually fix it.  And because of the pandemic, most people are  

familiar with the technology these days. So we know which buttons to press, now. 

Well, I wouldn’t say that, but  I can explain if you need help. 

OK, everyone’s here. Let’s start. Vicki, can  you turn your camera on so we can see you? 

Oh, sorry. Hi everyone. Great. I’d like to begin by  

welcoming a new member of the team. Tom,  would you like to introduce yourself? 

We can’t hear you, Tom. Can you unmute yourself? Sorry about that. Hi everyone. I’m Tom,  

and I’m based in Almeria in Spain and I’ll be  your Spanish point person in on this project. 

Muting is when you turn off the sound  and unmuting is when you turn it on. 

They’re both common problems. Hosts can  mute people, but they can’t unmute them. 

So we have to do that ourselves. Yeah. And hosts are the people  

who run the meeting. Are they the chairperson? 

They could be, but in large meetings, it’s  often someone else. The host handles the  

technical side of things and the chairperson  handles the discussion and interaction. 

So it’s the host that can press  the button to turn off our mikes? 

Yeah, but in large meetings muting can take  time so you need to know how to mute yourself. 

In Spain we have another way of measuring  customer satisfaction where we use an  

online tool to conduct polls. Is that a dog? 

Sorry Tom, we’re having trouble hearing  you. Everyone, if you’re not speaking,  

can you put yourself on mute? Where’s the mute button? 

It’s at the bottom left of your screen. I  think it’s stopped. Tom, please go ahead. 

OK, I’m going to show you a tool we use  to measure customer satisfaction in Spain. 

So Kathy told you what to do there. Yeah. Here’s another instruction  

you might need to give. The project’s a little behind  

schedule but we should be able to catch up. You’re very quiet. Can you adjust your mike? 

Adjust my mike? Yeah, move it closer to your mouth. 

Sorry about that! You should really check your mike  

before you join a meeting. And another thing  of course - you can’t talk over other people. 

So that’s how we do it. Tom, I have a question. 

Can you explain that again? Could you speak one at a time, please? 

I think that sounds... I don’t understand how that works… 

That’s great Tom but … Can you explain again? 

One at a time means first  one person and then another. 

You can’t overlap. Now that’s microphones, but what about cameras? 

Well, you’ve got to remember  to turn them on of course. 

Vicki, your camera’s not on. Oh sorry. 

With most meetings you can check that your  camera is on and how you look before you join. 

Jay, your camera’s off. Oh sorry. Can everyone see me now? 

Now what else can go wrong with cameras? Well, lighting is a common issue.  

Sometimes people sit with a window or light  behind them and then they’re dark and we  

can’t see their face. How can we fix that? 

Put lights in front of you and close the  drapes or the shades on the windows behind you. 

Can you use any lights? Like desk lights? They could work. You want to light up your face. 

Now I like looking at people’s backgrounds. It’s  sometimes interesting to see inside their homes. 

Which means you need to think about  what’s showing in the background. 

If you want to look professional,  don’t take the call in the toilet. 

Hi everyone. Sorry I’m late 

Some people use virtual  backgrounds or background effects. 

I hate them! When you move half your head  disappears. I think they’re very distracting. 

Yeah, but sometimes companies require them.  They have backgrounds with their logos on them  

and I think a lot of people are used to that now. OK, what else should and shouldn’t we do  

in on-line meetings? Hmm,  

well, it’s all about good communication really. OK, let’s have a poll now. Jay? ... Jay, can you  

bring up the poll? … Jay, can you hear me? Yeah, I’m just searching for it.

You see that’s no good. Things can take  more time online and if there’s a delay,  

you need to explain what’s  happening and what you’re doing. 

I’m pulling up a poll now. It  might take a few seconds to load. 

The file’s uploading now but  it’s taking a little time. 

The internet is slow today. I’m afraid my connection isn’t very good. 

And of course, if you don’t know how to do  something, sometimes you’ll need to ask. 

Where’s the mute button? How can I share my screen? 

I don’t know how to stop sharing. How do I upload a file? 

How can I change my screen name? Bad connections are another problem.  

Sometimes people freeze or disappear. 

So, Vicki, what do you think of that idea? Oh, I have a lot of thoughts. For one thing …. 

Ah, I think Vicki is frozen…  And now she’s disappeared. 

We have some different words for  that. You can get disconnected. 

And more informally we say you get kicked  out of a meeting or you’re booted out. 

And remember, people have different internet  speeds, so you need to keep checking that  

everyone’s seeing and hearing the same things. OK, I’m sharing my screen. Can you see it? 

Can everyone hear me, OK? I uploaded a file. Tell  

me in the chat if you can see it. And just generally, there needs to  

be a lot more checking in online meetings. Your communication has to be extra clear. 

And that’s what we’ll look at in our next video –  how to be crystal clear in English zoom meetings. 

So, make sure you’ve subscribed to  our channel so you don’t miss it. 

And if you’ve enjoyed this video,  why not share it with a friend? 

We’d like to say a big thank you to  Kathy and Tom for helping us make this. 

I’ll put their details below  so you can follow them as well. 

And see you next time everyone. 

Bye everyone. Bye-bye.