Despite the many promises from those in charge that COVID-19 would be well and truly behind us by now, we find ourselves in a third UK Lockdown, and people are once again adapting to home working and we are rolling out our work from home solutions for many clients.
In place of face-to-face meetings most people are now using video calling and networking to communicate and hold meetings with their teams, and one great way to share information is to share your screen so that everyone is (quite literally) on the same page – but we’ve heard some horror stories about this going wrong, so here are some of our top tips for screen sharing – what to do, and what to avoid!
- Embrace technology
- Preparation can save headaches
- Tabs and screens tidy and minimal
- Notifications – turn them off!
- Test before you roll out
- Inform everyone involved
- Turn it off
- Ask for feedback
Technology:
There are so many tools available now that there’s really no excuse for anyone to fail to attend these meetings, or to struggle; Zoom, Microsoft Teams and WhatsApp have all upped their availability, so you have a range of software to choose from, and no matter whether you have the latest IT technology or a dented old android tablet, there’s a way for everyone to access communication tools. Many come with video calling tech, but you can pick up webcams and headphones for just a few pounds.
Preparation:
Before your meeting be sure to have your information ready to go, and any documents you plan to share readily available and open on your screen.
Close other tabs:
Don’t waste everyone’s time searching for the information, or have anything not related to the project open; you could find yourself embarrassed if your personal Facebook is shared, or inadvertently share confidential information – so close down anything that isn’t relevant to this meeting before you share your screen.
Notifications off:
You don’t want personal messages or updates on your online shopping basket popping into everyone’s view – it’s unprofessional, and potentially embarrassing – so turn all notifications off before your screen is shared!
Test before you roll out:
Test your presentation, your camera and mic and your internet access before you get started; there’s nothing worse than things not working when your meeting is due to begin and having everyone wait as you try to find the right programme or folder…
Tell everyone who needs to be there:
Just like in face-to-face meetings, you need to book and schedule ahead of time; you can’t expect people to be ready to meet at the drop of a hat – so book meetings, send notifications and ensure that everyone knows they’re supposed to attend and if they need to add anything or prepare documents in advance.
Turn it off!
You wouldn’t believe the number of people who forget they are sharing screens or on camera – and the embarrassing stories we’ve heard as a result! Always be sure to turn off screen share when you’re finished so nothing confidential or inappropriate is shared.
Ask for feedback:
We are all learning and adapting to this new way of working, every day brings new challenges and opportunities – so ask for feedback, and listen to what the team have to say. Over time your presentations will improve, and your confidence will grow.
We know that working from home may not be your perfect situation – but our work from home solutions support your whole team, ensure that your technology and software are suitable and can meet the needs of your organisation. Your whole team will have everything they need to perform just as well as when they are office based. Call our team today on 0207 317 4535 to find out more about the support we offer, and how it could be just what you need to succeed!
