Since the pandemic, virtual meetings have become the new norm. They are becoming more common, and it has been over 2.5 years, yet people are still unaware of the dos and don’ts of a virtual meeting. Moreover, everyone works on hybrid schedules, and many employees still work from home. That is why maintaining proper video conferencing etiquette for video meetings is necessary.
You are wrong if you believe following these etiquettes is unnecessary because you are in a virtual setting. Just because you are talking to a colleague halfway across the world doesn’t change a single communication rule. This blog provides etiquette guidelines to follow when you have a virtual meeting. Let’s get into it.
Whether you never made any mistakes or followed the guidelines to the tee. If you have forgotten the basic elements of a virtual meeting, the points below will freshen you up.
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Look professional and wear professional attire.
The dream is to work in your pajamas and take meetings the same way. And if your company has specified that it is okay, go for it. Otherwise, make an effort to look the best and most professional. Take a bath or shower, comb your hair, do some skincare, and wear good clothes. You do not have to wear formal or suits, but looking put-together like you are in an office is essential. Also, you feel nice and are more productive when you look nice.
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Use a virtual background.
Having a virtual background is necessary when taking a meeting from your home. Maybe you have a separate office, but there can still be many distractions regarding laundry lying behind you or more. Having a virtual background ensures there is no distraction behind you for the people you are zoom-calling. Lastly, choosing the right virtual network can help you connect it with your affordable digital business card. This way, anyone you are connecting with on the call can use the virtual cards to take the details and contact you later when necessary.
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Test the sound, equipment, and screen properly.
It is a nightmare when you connect with someone for a virtual meeting and your internet connection slows down. Or your headphones are broken, or there is a problem with you sharing the screen. These sound like small problems but can easily frustrate your client or colleagues waiting for the meeting. Therefore, before you join any call, ensure your network is working smoothly and that all other equipment is working properly.
P.S. While sharing the screen, ensure you do not share anything personal or embarrassing.
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Take a moment to say hi.
The best etiquette for a virtual meeting is to wait for everyone to join and then say hi and ask how everyone is doing. A bit of informal communication helps with team bonding. After a few moments, you can get back to your meeting.
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Do not take notes in the meeting.
Unless specified otherwise, do not take notes in the meeting. It can be distracting while also making the meetings slower and less productive. Recording the sessions to ensure you get the important points later is best. Or, if you want to take notes during the meeting, use a pen and notebook. Do not type using your keyboard to take notes in Word. That is quite distracting.
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Be on time.
If you attend someone else’s meeting, you must join on time. If you are hosting the conference and maybe presenting a few facts, arrive early. It gives you time to check the settings, the equipment, the background, and more.
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Do not stare at yourself.
Everyone is guilty of staring at themselves while on a Zoom call. Sometimes, you fix your hair or blankly stare at yourself on the video box. Well, doing this while a virtual meeting is going on is rude. It makes everyone else distracted, too. Therefore, it is necessary that you pay attention to what everyone else is saying and be part of the discussion.
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Give full attention to the meeting.
Sometimes, the meeting is so boring or stretching too long that you stop paying attention. You either start doing your work or flip through your phone. Well, this is unprofessional and against virtual meeting etiquette. Be fully committed to the meeting and listen to everything that is happening in it. You never know when you will be asked a question related to it, and somebody can also ask for your input. So you should listen.
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Have clear goals and agendas.
It is so necessary that your meetings have clear goals and agendas. Also, send it to all the attendees. It will ensure the meeting has a purpose, and you will not waste your time in a meeting that does not have a clear goal or function.
Keep the meetings brief. It does not feel good when you have so much work and a meeting arises. You lose your productive streak. That is why it is necessary to keep the meetings brief. It should be either 30 minutes or, at most, one hour. Do not have a meeting longer than that. And if a meeting can be an email, go with it.
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Do not interrupt.
It is unprofessional to interrupt when someone else is speaking. Even if they delay speaking due to net connectivity, do not interrupt. If you have any concerns or queries, wait till the person completes their presentation. After that, you can communicate your questions or concerns.
Conclusion
From joining the meeting late to not having a digital business card ready to have a weak Wi-Fi connection, there are so many mistakes you can make while having a virtual meeting. Incorporating these etiquettes into your virtual meeting routine fosters a culture of respect, attentiveness, and collaboration. Additionally, it ensures smoother communication, minimizes disruptions, and maximizes the value of each meeting. By committing to these practices, you contribute to a positive and productive virtual meeting environment, ultimately driving greater success for yourself and your team.
