Until recently, the concept of “nonticket” sounded unfamiliar to us and requiring self-care to prepare and define rules of behavior in virtual space. Our attention was mainly focused on how various means of expression that we use in it can build our image, even if we ourselves are not visible. It’s about how to write emails, posts, messages, chats and all other similar virtual traces that we leave. Because all this, in an invisible way, builds our image in those who are users of our virtual messages and forms an attitude for our professional qualities and credibility.
An additional point of view drew our attention in 2020 with a special sharpness caused by the long isolation and staying at home in the Covid period – 19 the crisis. It is about our online presence with an image in various distance meetings, conferences, lectures, etc.
The numerous platforms have allowed us to continue communication in our daily work, but at the same time put on the agenda and a number of questions to solve by nature inherent in etiquette – how to behave in front of the camera when we talk or listen, what signs to use to make communication More effectively, how to dress, on what background to place ourselves, etc. Of course, these challenges are not set for the first time now – online communication has been used in various institutions and sectors for many years, but the mass of its use this year, as well as the prospect of all Its more regular application at work deserves to think about some logic of behavior and the use of appropriate practices from present communication in digital format.
Unlike live communication, the remote tires much more, requires another type of concentration and mobilization of our senses, so that we build a picture as close as possible to the one we are used to. The first impression we make of the person standing against us in online formats affects us in a completely different way due to its fragmentation. We do not see the whole speaker, we cannot orient ourselves for its radiation, the emotions it wants to convey to us affect us much more difficult and mediated. Often unconsciously, we try to construct this missing part of the picture in order to have fullness of communication, but in remote mode it is simply not the same and we need to adapt to this form. This is the reason why many participants in remote forms of communication find them much more tiring and accept them only for short periods of time.
When you are in the role of a speaker
Adapting the rules for forming a first impression in a digital context requires that we consider correctly and balanced how to look in front of the camera during the hours of our respective participation. When we are at home at the same time, but at the same time we are in a meeting and talking in front of an audience through a monitor, it is very difficult to choose the right clothing. Of course, a costume is always a good idea, but if your context and position do not require it, it is good to stick to a business, tight look regardless of the misleading temptation of the home atmosphere. It’s also good to fully prepare, regardless of the fact that the camera only shows you from the waist up, or even almost just the face, because when moving or changing the perspective of the camera, you can get into an awkward situation and ruin your efforts to form a good first impression. (Clips about people who forgot to turn off their camera after a meeting and started changing clothes or having conversations that are not suitable for other people’s ears are already circulating on the Internet. No one would want to get into such a situation.) An additional argument is the purely psychological feeling of mobilization, Which clothing and appearance care give each speaker, even when it’s done through a camera. Avoid clothing and accessories with large patterns, prints and glare, the same applies to large jewelry, especially those that will distract your watchers when moving your body.
It is also wise to choose the colors of your clothing in view of the appearance that they will give you, but also according to the background against which you will be in front of the screen. Most digital platforms allow you to choose a background on which to place your image, often it can also be a solution that shows your institutional affiliation. If this is not your case, choose a suitable wall or corner that can be seen behind your back and relative to it, choose the color of your clothes so that you stand in a way that is pleasant for the eye.
Hairstyle demands no less attention, for gentlemen – beard and for ladies – make-up. Remember that your appearance should inspire confidence and professionalism, and the key to this is the visible care taken for the appearance. The rule that “there is no second chance to create a first impression” also applies online. When you see mostly your head or perspective shows you to the waist, the effect on your face is even greater than live. In this sense, the hairstyle should be such that it allows your face to be visible – the hair is combed and gathered. Makeup is moderate, only emphasizes the face and gives it freshness. Avoid strong, bright makeup that would be suitable for an evening out. Keep in mind that through the camera the colors look different, in most cases you will be observed close-up, so a preliminary look at your own image will help to avoid an unpleasant impression. This applies to an even greater extent in cases where the relevant participation is recorded, as well as photos.
The next element of good communication is body language and specifically, in this context, facial expressions and gestures. In your capacity as a speaker, it is wise to specify with the other participants or listeners gestures with which they will be able to give you a sign that they have questions, want to take the floor or to clarify some technical details. Especially with an audience of different cultures and regions, this is especially important in order not to get misunderstandings due to a different meaning that is put into the same gesture. Better to enter a few main characters that will transmit a message with the microphones off to understand all your messages in the same way (most often we raise our thumb to give a sign that everything is fine in communication, but remember that this gesture does not is charged with the same connotation in all cultures). In this sense, when starting your presentation, take some time to clarify these technical and organizational issues to ensure the smooth progress of the subsequent communication. Do not underestimate the importance of gestures and their interpretation, especially in a diplomatic context, and do not leave it to those who look at you and listen to misinterpret your behavior. This kind of introduction also fulfills the role of what in “living” communication is the “little conversation” or the time to introduce familiarization.
The character and behavior of a speaker does not change just because communication is technically mediated. However, it would be good to observe how you look through the camera for a while, because that’s how others perceive you and adjust your shot, distance, body posture, gestures and facial expressions.
After that, it is normal and expected to make a short introduction, to present your intentions as an exposition, purpose and time frame. In the same way as in face-to-face speech, you choose whether you will also use visual materials or listeners will watch your image all the time. Due to the nature of this type of communication, the duration of a work session should not be more than an hour and a half to two hours, after which a break should be taken or an end.
In order to symbolically “close” the circle of communication is important not only the first impression formed at the beginning of the event, but also the way in which you will end and part with the audience or other participants, so it is good to do this verbally and non-verbally in order to Confirm the excellent impression you created at the beginning.
When you are in the role of a participant and/or listener
The principles of preparation do not differ much from those of the speaker, because again you will be observed by one circle of other participants and by the speaker. It’s about how you look and especially a lot about how you behave while listening and watching. Your gestures and overall radiation are very indicative of the speaker about how you perceive what he is talking about. The speaker monitors your every gesture, change in expression, body position, etc. to orient yourself for feedback on what it communicates to you. At the same time, you shouldn’t overexpress your expressiveness behind the camera as a listener, because you can distract the speaker’s concentration. Prepare in advance for the session you will be participating in so that you do not have to get up, move or disappear from the frame, because all this reduces the concentration of the speaker and interferes with him. It is important for the impression you make on the speaker and others present such as professional broadcasting, interest and motivation to participate.
Avoid making conversations on the phone or with someone else in the room you are in with the camera on, because you show a formal attitude to your virtual participation. If you need to temporarily take your attention away from the online event, it’s better to temporarily turn off the camera, do what’s necessary, and turn on again when your attention is on the screen again. If for some reason your camera will not be turned on for a long time or you will only put a photo of you, send a message to the speaker or participants with a reason for this, so that they do not get the impression that you are not actually “attending” at the relevant event.
Another important detail is to always write your name in Cyrillic or Latin, so that you do not attend anonymously or automatically write the brand on your computer, phone or other device. This creates a negative impression of your ability to organize, handle the technique, or a formal approach to what you are involved in. No matter how others interpret your presence or rather “absence” online, it will not have a positive connotation for you.
At the beginning of the text, it was about netiquette, and I want to emphasize again that its rules apply to a complex online communication that combines an image with words – your participation in chats and forums accompanying the meeting must be done in a literary language and without replacing words with signs. emoticons or acronyms. Any form of “Slang” does not contribute to building your positive, professional image.
It is important to follow the parameters you have specified with the speaker or all participants in a meeting, conference or lecture to “speak” the same language, even when using non-verbal communication. In cross-cultural, virtual communication, this is key.
Of course, there are currently so many different formats that are being organized and conducted that any hypotheses of online behavior cannot be exhausted. What you should always consider are the context and participants in the event and, accordingly, in what role you are present in it to adapt your vision and behavior. Do not underestimate the importance of the image you are currently showing and its impact. There is a high probability that a number of events and initiatives from here on have a “hybrid” form of conduct, combining real with virtual, so that the need to create the right habits for online presence and behavior is real.
The text was prepared by Bilyana Decheva-Guncheva (1972 – 2022), an employee at the Diplomatic Institute since its foundation, lecturer in the courses on protocol, etiquette and ceremonial, as well as a co-author of a study aid on “Protocol and etiquette in the context of the European Union’.
