Best Practices of Screen Sharing – Work from home is becoming a norm in this Covid 19 era. Many companies choose to ask their employees to stay at home and work online through their laptops using the home internet.
Video and audio conferences have become the only mode to communicate in a meeting. While this takes care of the video and the audio, screen sharing has also become necessary.
From giving training, Business meeting to making a sales call. It would be best to share your screen to show presentations or even share your Desktop to train participants on specific software or tools.
Did you know? – 30 percent of those who responded to the survey stated that they work for a fully remote company. Source 1
Here are some etiquette or best practices to be kept in mind when Screen Sharing during a remote meeting.
01. Clean Desktop
Your laptop or Desktop is the workspace where presentations are made or training is delivered. It is like your office. Would you not keep your office clean and presentable when inviting customers or guests? The same is true with your Desktop.
You need to ensure your files are well placed in folders and your Desktop is clutter-free. This gives a good impression of the presenter to the participants.
02. Ensure popups are disabled
This is the most embarrassing thing that can happen, wherein you are presenting your screen, and a funny message is sent to your friend or colleague, which gets visible to all on the call.
Ensure you log out from email and any chat software before sharing your screen.
03. Presentation in full-screen mode
You may not realize it, but sometimes it becomes difficult for participants to read what is presented. Ensure your ppt uses larger fonts and the presentation is in full presentation mode.
This small best practice of screen sharing will improve your meeting experience.
04. Use a Digital pointer on the screen
Since you are not in a meeting room and on Video conference, it becomes difficult for participants to understand which point is being discussed.
Nowadays, many presentation software like Microsoft PowerPoint has an inbuilt digital pointer, which you can use to enhance your presentation skills.
05. Share Screen for only the intended window
As a presenter, you would aim to engage the participants on what is being discussed; sharing only the window/screen which is required will ensure the focus is on the topic and participants are not distracted.
All famous meeting software like Zoom, Webex, Microsoft Teams, and Google meet have this feature inbuilt. Try it out; it is fascinating.
06. Do not perform other activities on screen
Your screen is your real estate and canvas on which all the participants concentrate. Do not move your screen too much or keep changing the screen from one window to another too many times. This will distract the audience from the original topic and spoil the screen-sharing experience.
07. Remember to end Recording once done
You may want to consider recording your call and the screen recording. This will be helpful for those who could not attend the meeting and can stay as a MOM evidence.
Do not forget to stop the Recording after you are done with the call. Otherwise, it may cause your hard disk to get full and cause other technical problems.
08. End Sharing after the meeting
You should ensure to sign out of the meeting after it’s concluded. This is a very important best practice of screen recording. Forgetting to do this will cause others to see what you are doing even after the meeting is ended.
If you are a moderator, remember to end the call so that all get disconnected from the call automatically.
With the advancement of Covid, remote online meetings have become common. This includes screen sharing. Following the simple best practices of screen sharing during a video or audio conference call will ensure an excellent experience for the presenter and the participants.