
What to Do When Your Connection Fails During an Important Zoom or Teams Call
In the era of remote and hybrid working, online meetings have become essential for businesses, interviews, and collaborations. However, how many times have you found yourself in the middle of an important Zoom or Teams call, only for your connection to fail at the worst possible moment? It’s a frustrating and nerve-wracking experience, but handling these disruptions professionally can preserve your reputation and leave a positive impression. Here’s a comprehensive guide on what to do when your connection fails during a video call, complete with actionable tips and preparation strategies.
1. Prepare Ahead of Time
Preparation is the foundation for minimising the impact of technical issues. Taking proactive measures ensures you’re ready for any connectivity hiccup.
Test Your Equipment
- Check your internet speed, camera, and microphone before the call.
- Use platforms like Speedtest to confirm your internet is stable enough to support video calls.
- Update your Zoom or Teams app to avoid compatibility issues.
Have a Backup Plan
- Keep a secondary device, such as a smartphone or tablet, ready.
- Install your meeting platform’s app on your backup device for seamless switching.
Share Alternate Contact Methods
- Provide your phone number or email to the other participants before the meeting starts.
- This ensures they can reach you if technical difficulties arise.
Choose a Reliable Location
- Opt for a spot with strong and stable internet.
- If possible, connect directly to your router using an Ethernet cable for increased reliability.
Power Backup
- Ensure your devices are fully charged or plugged in.
- Keep a power bank handy for emergencies if using a mobile device.
2. Stay Calm and Composed
When technical difficulties strike, it’s essential to remain calm and collected. Panicking can worsen the situation and leave a negative impression.
Acknowledge the Issue
- Be upfront about the problem. For example, say, “I’m sorry, it seems my connection is unstable. Let me address this quickly.”
- If the other party is experiencing issues, kindly alert them to the difficulties instead of muddling through.
Use Non-Verbal Cues
- If the video is active but audio is breaking up, use gestures like nodding or typing in the chat box to signal that you’re engaged.
- Use facial expressions to show attentiveness while troubleshooting.
3. Reconnect Quickly
Time is of the essence when addressing technical issues. Here’s how to resolve them efficiently:
Switch Networks
- If possible, switch to a more stable network, such as a mobile hotspot.
- Ensure your mobile data plan can handle the bandwidth requirements of a video call.
Restart the Call
- Exit and rejoin the meeting.
- This simple step resolves the issue in 90% of cases.
Notify the Other Party
- Use the chat feature to inform participants that you are reconnecting.
- This demonstrates professionalism and ensures they’re aware of your effort to resolve the problem.
4. Utilise the Chat Feature
If audio or video isn’t functioning, the chat feature can be a lifesaver:
- Communicate key points or questions through the chat box.
- Suggest switching to a phone call to continue the conversation seamlessly.
- This adaptability ensures that the discussion progresses, even with technical obstacles.
5. Offer to Reschedule
If the issues persist and the quality of the meeting is compromised:
- Politely propose rescheduling the call at a more convenient time.
- For instance, you could say, “I’m sorry about the interruptions. Would it be possible to continue this discussion at a later time when the connection is more stable?”
- Offering to reschedule shows consideration for everyone’s time and commitment.
6. Follow Up After the Call
Post-meeting follow-up is crucial to maintaining professionalism and addressing any disruptions:
Send an Apology Email
- Acknowledge the inconvenience caused by the technical issues.
- Reiterate any key points discussed before the disruption.
- For example, “Thank you for your patience earlier. I’d like to confirm the key points we discussed before my connection dropped.”
Utilise Meeting Recap Tools
- Tools like Zoom’s AI meeting recap can help you summarise the conversation.
- Attach a written summary or recording to your email to ensure everyone is aligned.
Offer Additional Support
- If you missed providing key information during the disrupted meeting, offer to provide it in the follow-up email or during a rescheduled call.
7. Tips for Long-Term Connectivity Improvement
To avoid recurring issues, consider these long-term solutions:
Upgrade Your Internet Plan
- Opt for a high-speed plan with sufficient bandwidth for video conferencing.
- Consider providers that offer business-grade internet for added reliability.
Invest in Better Equipment
- Upgrade to a high-quality router or modem.
- Use Wi-Fi extenders to boost signal strength in weak areas.
Regular Maintenance
- Restart your router periodically to prevent performance degradation.
- Keep your devices updated to ensure compatibility with the latest meeting software.
Final Thoughts
Technical issues are inevitable, but how you handle them makes all the difference. By preparing in advance, staying calm under pressure, and following up professionally, you can mitigate the impact of connectivity disruptions and leave a positive impression. Remember, adaptability and problem-solving skills are qualities that clients and employers value highly, so treat these moments as opportunities to showcase your professionalism.
In today’s digital age, a stable connection is your lifeline during online meetings. Taking proactive steps to ensure reliability can save you from unnecessary stress and help you focus on what truly matters—delivering your best in every call.