You expertly installed and meticulously maintained screen sharing software has not only saved you money, it’s also allowed you to participate with clientele and coworkers across the globe with greater ease. Unfortunately, screen sharing is often misused, or many act in an unprofessional manner simply because they’re unaware of their action’s implications or because they’re unprepared. Avoid making any of these potentially costly mistakes by acquainting yourself with a few common screen sharing faux pas and how to avoid them.
Failure to Test Run Your Presentation
You’ve worked tirelessly on your presentation, but the night before the big meeting, decided to take it easy and leave everything to fate. The day arrives, everyone is set up for the web conference and nothing on your end seems to run smoothly. A common mistake many make is not working out all of their presentation’s bugs before the meeting, which can result in costly and unprofessional delays. As a rule of thumb, perform a dry run of your presentation, complete with your multimedia material, to ensure everything runs smoothly.
Opening a Confidential Document
In many instances, a presenter will begin sharing information via video conferencing and pass the lead to another individual. If you’re the second in the chain, it’s critical you have all of your documents and webpages completely closed to prevent sharing privileged or potentially embarrassing information. Leave nothing to chance if there are multiple presenters by asking for permission to pass control, either by a voice or text prompt.
Losing Control of the Presentation
Conversely, you may be the initial presenter, and asked at some point to give control of your desktop to another individual. It may seem straightforward, but in many instance this can give complete permission to the other individual to open any program on your desktop, including those you don’t want accessed. To avoid this, it’s important to either keep control of the presentation from start to finish or keep the necessary program open, or inform the individual to not open anything other file on your desktop.
If your web conference is filled with several presenters or if you’re not expected to share your screen through the majority of the meeting, it’s still a bad idea to start writing an email or working on an unrelated project while the presentation is underway. The meeting’s agenda could quickly change, and a fellow participant could shoot the screen back to you without giving any prior notice and you’re stuck explaining why you’re chatting with your spouse during an important meeting. There’s an extremely simple way to avoid this screen sharing don’t: stay on point and steer clear of Facebook.
Failure to Close Any and All Unnecessary Programs Before Your Meeting
You were engrossed in a completely unrelated project before the web conference or have a web browser open as you wait for an important email. The web conference commences, but you forgot to close out of another program or shut down that open web browser. You’re now presenting critical information to your colleagues or a potential client, and that email filled with privileged and irrelevant information pops up on the screen. Avoid this all-too common and completely unprofessional faux pas by shutting down every non-essential program before participating in the conference.
Unwanted Instant Message
By far, one of the most common, and easily avoidable, screen sharing don’ts is instant messaging a coworker or friend, before, during or even immediately after the web conference. If you’re instant messaging a colleague before the meeting, even if you’re discussing important information, it’s crucial to disable this function. If you have instant messaged anyone in months, it’s important to disable this function.
Once the conference is over, avoid instant messaging anyone until you’re certain all other participants have exited the program, or you could end up oversharing. Now that you’ve learned about the pitfalls of screen sharing, it’s time to determine if this useful technology is right for your business. Not only is screen sharing during your web conferencing convenient, it also allows you to communicate at a moment’s notice with clients and coworkers from across the globe, which makes both you and your business more accessible.