The social distancing requirements that kept workers at home during the pandemic led to an increased usage of virtual meetings. As most people returned to work, virtual meeting trends remained strong. To keep meetings professional and productive, virtual meeting etiquette should be observed.
Proper virtual meeting etiquette is crucial for successful online meetings. When on a video call, you want to portray yourself in a professional light, and if you lack insight as to what is expected of you, that can be challenging.
So what are the rules of virtual meetings? Are there certain things you should and should not do?
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How And Why Did Video Usage Increase During The Pandemic?
During the pandemic, in-person meetings suddenly ground to a halt as the world was thrown into a health crisis. Many businesses had to figure out how to shift their mindset and way of doing things as online alternatives replaced in-office meetings.
As every place from schools to doctor offices to advertising firms suddenly had employees working from home, video conferencing usage suddenly increased.
Businesses adjusted to having team members working from home and helped to facilitate employee success in this new environment. Once all the logistical pieces were in place, many employees preferred the remote work environment.
Some employers have also learned that there are benefits to having a workforce that is either completely virtual, flexible with work-from-home options, or some sort of hybrid model.
Virtual meetings can occur on multiple meeting software platforms, including Zoom, Microsoft Teams, and Google Meet.
What Is Virtual Meeting Etiquette?
The definition of etiquette is a code of polite behavior. Virtual meeting etiquette includes workers being attentive, engaged, and professional. In a virtual environment, you face unique challenges, especially if your team is geographically dispersed.
What Are Typical Ground Rules For Virtual Meetings?
Some virtual meeting etiquette rules or “meeting norms” include:
- Follow an agenda: All meetings should have a meeting agenda that should be adhered to.
- Be punctual: Your invitation to the meeting shows a start time. It never hurts to be a couple of minutes early to be certain your technology is working correctly before the video conference begins.
- Maintain focus: Multitasking during a meeting is rude. Give the meeting your full attention and show your engagement through eye contact, body language, etc. While it is okay to take notes, consider doing that on paper. Constant typing in the background can make it appear like you are engaged in something other than the meeting.
- Adhere to the in-office dress code: Dress professionally, like you would in the office.
- Present a business-like background: Everything on the screen is a reflection of you. If your office is messy or located in your bedroom, invest in a greenscreen or vinyl background or use a background app.
- Be aware of background noise: Unless it is a very small group, all meeting participants should put their microphones on mute unless they are speaking. You should minimize background noise. Turn off (or silence) notifications on your other devices.
- Respect the timeline: If a meeting is slated to start and end at a set time, expect the organizer to stick to this and table uncompleted items until later.
What Is The Difference Between A Virtual Meeting And A Conference Call?
A virtual meeting is one where all attendees participate in participants see each other on video. Each attendee needs a computer or smartphone, webcam, microphone, and internet connection. Sometimes the meeting host shares their screen so everyone can focus on a presentation, report, or another pressing item.
A conference call is another way to hold a business meeting. In a conference call, members of the team meet over the phone. They cannot see one another or view screens.
What Are Do’s And Don’ts Of Virtual Meetings?
Some do’s and don’ts of virtual meetings include the following:
- Don’t eat.
- Don’t interrupt others.
- Don’t type nonstop.
- Don’t dress too comfortably.
- Don’t come unprepared.
- Do focus.
- Do arrive before the meeting time.
- Do behave as you would in person.
- Do keep a clean environment.
What Is An Appropriate Way To Communicate During A Virtual Meeting?
Understanding how to communicate with team members and others on the call can be complicated. If what you want to say is for everyone attending the meeting, you have two choices. You can either unmute your microphone and speak or put a message in the chat.
“Seek to leverage the “Raise Hand” feature if your videoconferencing solution supports it. It’s also useful to chat your question first, so folks can read it in advance. Finally, don’t be afraid to speak up. Speaking over someone is more likely in a virtual meeting — so long as you acknowledge this, beg the pardon of others, and hand the stage back over when you’re done speaking, you’ll maintain decorum.”
Darren Murph – VP Workplace Design & Remote Work
What if you are hosting a meeting, and half of the participants are part of your remote team, and the others are not? Ideally, your team has determined a private way to communicate among team members prior to the meeting. Some online meeting programs allow you to chat with certain attendees and not others; however, you risk inadvertently saying something to the entire group that you don’t intend to share.
Some options are for team members to have an email open on a second screen, send quick text messages, or use another chat method such as Google Chat. Just be cognizant of the fact that you should not disengage for any period of time, as that comes off as unprofessional.
When you have a team with some members onsite and some remote, you do not want to alienate either group!
Is There A Professional Dress Code For Virtual Meetings?
The dress code for a virtual meeting can vary a great deal. What is the typical dress code for in-person meetings at your place of employment? Who is attending the meeting? Are guest attending to make a presentation or sales pitch, for example? When in doubt, ask the team what attire is expected.
Even if you work in your pajamas or wear very casual clothes when you work remotely, you should ensure that whatever part of you shows on camera looks businesslike. Of course, the risk is that you will blow your cover if you need to get up from your seat for any reason.
What Are Some Tips For Managing Virtual Meetings?
The meeting host has some responsibilities to ensure the meeting goes smoothly.
- Determine virtual meeting software
- Send invitations
- Create an agenda
- Establish meeting norms
- Delegate someone to take meeting notes
- Facilitate conversation
- Respect the meeting times
- Follow-up after the meeting
