The COVID-19 pandemic has forced many offices, including Realtor brokerages and associations, to quickly transition to the digital age and utilize Zoom, Skype, Facetime Live, Microsoft Teams and others tech apps to communicate with employees, members and customers. With shelter-in-place orders in effect, the Silicon Valley Association of Realtors quickly moved forward replacing their live committee and district meetings and events with video conferencing and virtual meetings.
"Reaction to virtual meetings and conferences has been positive overall. Since everyone is home and attending these meetings doesn't entail drive time, and it has become easy and convenient for our members to log in and attend our meetings; in fact, attendance at most meetings has tripled," said Mary Kay Groth, president of the local trade association. "The Zoom meetings and streaming events have become so popular that the past few weeks I, like many members, have become somewhat Zoomed-out with many meetings!"
Groth said it is important to remember even though we all work from home, the virtual meetings are professional meetings, and participants should practice good video meeting etiquette.
Here are some best practices for online video conference meetings from Zoom and other resources:
1. Save your invitation confirmation, which provides the meeting ID number, password, and a link to the meeting that is unique to you. It cannot be replaced. Do not share invitation links with others.
2. Download the Zoom or whatever conference app you plan to use. Sign in and familiarize yourself with the audio and video settings. You can do a test to see how you look in the camera and test the audio.
3. Find a quiet place without background noise, where you will not be distracted or interrupted by a television, phone calls, barking dogs, etc.
4. When you are let in by the host, click "Join Audio" so you can hear speaker. Do not interrupt the meeting to let the whole group know that you cannot hear, or cannot see the person on the screen.
5. Make sure you have a work-appropriate background. Nobody wants to see your bedroom or personal collections! You want participants to focus on the meeting and not on your background. Better yet, use Zoom's virtual background feature to eliminate background distractions. Avoid backlight from bright windows.
6. Use the video option when possible as it gives you a greater presence at the meeting. If you are using you mobile phone, for security reasons add your name instead of your phone number, so the host and other participants can identify you.
7. Do not look sloppy. Dress for your audience. Your outfit should match the expectations of your audience. Be professional-looking. Use a professional photo in place of video if you are not appropriately dressed.
8. Join the meeting early, at least 3-5 minutes before the start of the meeting. Be patient and wait until the host lets you in.
9. Mute your microphone when you are not called on to speak.
10. Do not interrupt the speaker. Use the chat function to ask questions. And do not be rude in the chat. Everyone can see the chat box, even the speaker!
11. Be aware that you are on camera. Stop looking at yourself, avoid doing other tasks like checking emails, looking at your phone, or worse yet, snoozing. Look into the camera when talking instead of looking at yourself.
12. If you need to go the bathroom while on a Zoom call, do not forget to turn off your video and audio. You do not want everyone to remember you brushing your teeth and gargling, or flushing the toilet, because they will!
The Silicon Valley Association of REALTORS® (SILVAR) is a professional trade organization representing over 4,000 REALTORS® and Affiliate members engaged in the real estate business on the Peninsula and in the South Bay. SILVAR promotes the highest ethical standards of real estate practice, serves as an advocate for homeownership and homeowners, and represents the interests of property owners in Silicon Valley.
The term "REALTOR®" is a registered collective membership mark which identifies a real estate professional who is a member of the National Association of REALTORS® and who subscribes to its strict Code of Ethics.
Variations of this article have appeared in local area newspapers.
For further information, please email or call the SILVAR office at (408) 200-0100.