Virtual meetings have become a norm now more than ever. A myriad of virtual meeting platforms is helping teams to collaborate from anywhere. These platforms have allowed companies to offer flexible working options to employees. Today, remote employees and managers worldwide can communicate and collaborate by saving time and the cost of travel.
But it is quite easy for meeting participants to be frivolous or laid-back in a virtual meeting setup. People tend to get distracted or easily bored. There are also external communication barriers like poor network connectivity or bad audio quality that can hamper a good meeting experience. A set of ground rules can help employees understand the decorum they need to maintain in a virtual meeting. So, here are some basic etiquettes useful for every professional who needs to attend an online meeting:
- Check your device and internet connection before the meeting
Ensure that you log into the meeting from a compatible device. For example, it is always better to use a laptop if you need to share the screen or present at a meeting. Make sure the device is compatible with the virtual meeting platform in use.
Inferior audio-video quality can disrupt a meeting. Ensure that the device’s audio and video quality provides better communication. Similarly, an online meeting can also go for a toss if the internet connectivity is slow. Check your internet speed and range before the meeting to avoid disruptions.
- Choose an easy-to-use but versatile virtual meeting platform
Virtual meeting platforms are aplenty in the market. Most virtual meeting platforms have many advanced built-in features for remote collaboration. However, companies must choose a platform that results in higher productivity and employee engagement. Tools like Clariti, Microsoft Teams, and Asana provide various features that meet varied business requirements. For example, Clariti allows users to have group meetings and share files. But it also combines emails and chats within a single Workspace. This helps users to organize their communications based on context.
- Dress appropriately and speak to the camera
An official team meeting calls for a professional dress code. Dress and groom yourself just like you would at an office meeting. Avoid outfits with stripes and patterns as it can be distracting to the eye. Also, ensure that you are seated under proper lighting for other participants to get a clear view.
Another basic communication etiquette is maintaining eye contact. Eye contact is significant in a face-to-face conversation. It builds trust and grabs the attention of the audience. Replicating eye contact in a virtual setting is challenging. Looking into the camera while speaking is the best way to replicate eye contact in a virtual meeting setting. It also prevents the speaker from focusing on themselves and speaking to the audience instead.
- Maintain a clutter-free background and minimal distractions
In a work-from-home setup, the lines between a personal and professional space are a blur. It is important to ensure that the meeting space is organized and professional. Ensure that the surrounding is clean and presentable onscreen. There should be no distracting elements like a television or other movements in the background. This can divert the attention of other viewers and look unprofessional. Many virtual meeting tools like Zoom and Livestorm also offer users the option to insert a virtual meeting background. These virtual backgrounds help users worry less about their surroundings.
Minimizing background noise is also essential. Make sure that the meeting spot is isolated. If you are at home, you could keep your closed ones informed that you are in a meeting and would like no disturbances during the meeting.
If there are unavoidable distractions, inform the meeting participants at the beginning of the meeting. Mute your microphones when another person is speaking. In this way, background noises and interruptions can be cut down.
- Be on time or perhaps a little early
Joining a meeting a few minutes ahead of time gives you the time to prepare and test your meeting setup. You can do an audio and video check. It is also an ideal time for ice breaking. Utilize this time to introduce new team members or check in on colleagues. Joining the meeting early is also an act of professionalism as it showcases your discipline and sincerity towards the team.
- Give your attention and focus to the meetings
There is no doubt that meetings take a considerable amount of work time and a collaborative effort of all participants involved. But a meeting is only effective when there is employee engagement. Multi-tasking during a meeting is one of the main reasons for the lack of focus and engagement in virtual meetings. Avoid attending to personal notifications or scrolling through social media during the meeting.
Install distraction blockers and be an active participant in the team. This will not only improve team productivity but also improve employee morale and contribute to positive personal development as well.
- Take short breaks during long meetings
Breaks during meetings are quite essential to avoid meeting fatigue. Online meeting fatigue has affected the remote working population negatively. It has caused high levels of employee burnout.
Taking breaks between long meetings helps employees stretch some muscles and get mentally prepared for the next session. It also helps reduce digital eye strain and long hours of sitting in the same position.
- Avoid cross-talking
Being talked over or talking over something is quite impolite. In a virtual meeting, cross-talking can be quite disengaging as it creates a lot of interruptions. It is always better to listen while the other person is talking and express feedback in the end.
The meeting facilitator who moderates the discussion can allow meeting participants to take turns while speaking. Practice active listening and try to comprehend different perspectives. In this way, team members can bring out their creativity and create inclusive conversations.
- Be aware of the goals and meeting agenda
Ask for a meeting agenda before the meeting. Knowing the purpose of the meeting sets clear expectations of what is to be discussed during the meeting. This will help meeting participants stay focused on the topic and come prepared with well-thought ideas. This is a great way to have productive and engaging meetings. By the end of the meeting, every employee should have an unambiguous awareness of their responsibilities. This will help the team to accomplish them.
Conclusion
Virtual meeting etiquette is more than being presentable in front of a camera. It is about having a respectful and smooth meeting experience in a virtual setting. Virtual meetings must be inclusive and provide a comfortable space for meeting participants. A seamless virtual meeting experience combines high-quality video and audio equipment, a good internet connection, and an engaging team. Following basic meetings etiquette helps teams to have a creative and productive meeting experience. Companies must also provide employees with a set of ground rules to be followed during a virtual meeting.
