In today's fast-paced digital world, online meetings are essential. The best experience is always to have cameras on, but this is not always possible. In those situations, using an avatar significantly improves everyone's meeting experience. In this blog post, we'll explore the benefits of using avatars in Microsoft Teams meetings and provide a step-by-step guide on how to create and use your own avatar. Let's dive in and discover how avatars can be used to enhance your virtual meetings!
When someone mentions avatars in meetings, it's easy to jump to the conclusion that this is a trend driven by Gen Z or recall the infamous incident during the COVID-19 pandemic when a lawyer humorously got stuck with a cat filter in a legal meeting.
However, incorporating avatars into online meetings has numerous benefits that extend far beyond these anecdotes. Leveraging avatars can significantly enhance engagement and offer various benefits for professional settings. At Storyals we frequently use our avatars and encourage our customers to do the same.
Why use an avatar in a Teams meeting?
We all agree that the best meeting outcome is when all participants have their cameras on. However, there are several situations why one might choose to use an avatar during online meetings instead of keeping the camera on:
- Technical issues - Sometimes, your camera might not work, or poor internet bandwidth can make video streaming difficult. In these situations, turning on your avatar is the next best alternative.
- Personal appearance - Working with people in different time zones often leads to online meetings at various times of the day. On such days, when you are in your pajamas or just got out of the shower, an avatar can help maintain a polished image.
- Extended meetings: In lengthy meetings where you are not actively involved in all sessions, such as a full-day conference, using an avatar can allow you to show your support and presence without the need to be on camera continuously.
- Privacy concerns: In some countries, showing your face on camera is culturally inappropriate. Using an avatar allows individuals to respect cultural norms while still participating fully in meetings.
- Reducing video fatigue: A study by the American Psychological Association found that videoconferences are less exhausting when participants feel a sense of group belonging. If you can’t have your camera on, the avatar adds to the feeling of belonging, thus reducing video fatigue.
Creating an Avatar in Microsoft Teams
Creating an avatar in Microsoft Teams is quick and easy – but not if you want it to look exactly like you! Despite the advanced technology available today, the process of recreating a digital replica of yourself is clumsy and time-consuming. Our recommendation here is not to put too much time into it; the avatar just needs to represent you! This is how you create an avatar:
Step 1: Open the Avatar creation tool
Begin by opening up Microsoft Teams on your computer or via the web. Ensure you are signed in with your work account. In the left-hand navigation, click “Apps” and then search for “Avatars”, and then click “Add” to open the Avatars app by Microsoft. If you don’t see this in your list of apps, your IT department might have disabled it. If so, you can always ask if it can be enabled. Also, please note that Avatars are unavailable if you have an Academic version of Microsoft 365.
In some regions, you can create an avatar from a photo; in others, you need to start from scratch. Don’t be upset, though, if you can’t—you might even be better off starting from a template figure!
Step 2: Customize your avatar
Once in the avatar creation tool, you can start customizing your avatar. You will have options to adjust various features such as:
- Hair Style and Color: Select a hairstyle and color that matches your own or experiment with new looks.
- Eyes and Eyebrows: Customize the shape, size, and color of your eyes and eyebrows.
- Clothing: Pick an outfit that reflects your style or fits the meeting's formality level.
- Accessories: Add glasses, hats, or other accessories to personalize your avatar further.
You can see more details about customizing your avatar here. Once you are done, save your avatar.
Step 3: Activate your avatar in a meeting
To activate your avatar, join or initiate a Microsoft Teams meeting like you normally would. Before entering the meeting, ensure your camera is turned off and click on the video and audio settings. Look for the option to use an avatar instead of your camera feed. Select the avatar you created and a suitable background, and then join the meeting. Your avatar will now appear in place of your live video feed, allowing you to participate without being on camera.
Step 4: Engage with your avatar
While in the meeting, you can engage with your Teams avatar through various expressive movements and gestures. To use these features, click the "Reactions" button in the meeting controls toolbar to use the common reactions, such as a thumbs up or a heart. In addition to these reactions, you have multiple options for configuring the mood of your avatar and several different gestures. Explore them all and select your favorite reactions. Using these reactions adds a dynamic and interactive element to your meeting.
Summary
In conclusion, avatars in Teams should not be seen as a novelty reserved for Gen Z or a gimmick; there are multiple business benefits to using avatars in a professional setting. Creating and activating your avatar in Microsoft Teams is an easy and fun way to enhance your virtual presence – perhaps it’s an activity you can do in your next team meeting. At Storyals, we believe in the power of storytelling to transform digital adoption. Let your unique avatar be another tool in your journey toward maximizing productivity and fostering meaningful connections in the digital workplace.