Virtual meetings, Virtual conferences and Virtual conventions have become an essential part of how modern businesses maintain productivity and continuity and they are here to stay. Virtual events and meetings are an easy, cost-effective way to align multiple offices, keep remote employees engaged and work with clients and vendors.
While virtual meetings have most likely been a part of your daily work routine since March 2020, it is still easy to fall victim to some major meeting faux pas. Virtual meeting etiquette is a whole new ball game compared to in-person meetings, as many people have been learning.
Virtual Rules and Tips
To help you keep your meetings productive and professional, here are seven simple virtual meeting etiquette rules and tips to follow:
Leave the keyboard alone
Whether you are diligently taking notes like a model employee or sneakily chatting with your college friend, the sound of your typing is distracting. It is not only distracting everyone else in the meeting (because your laptop’s internal microphone is inches away from your keyboard), it is also preventing you from devoting your full attention to the meeting. Make sure to get a quality headset. Also, pick up your notebook and pen, and take notes.
One of the magical things about working remotely is the freedom to wear anything to work. Who doesn’t look forward to Casual Friday at the office? Still, there is no reason to show your co-workers your PJs and bedhead. (Unless it is a joke the whole team agrees on).
Be mindful of your appearance, throw on a clean shirt and brush your hair. The best part of getting ready while working remotely is that you will put yourself in the right headspace to be productive. Putting on a little makeup, a dress shirt or lipstick does a lot to your frame of mind when attending a virtual meeting.
Be aware of your surroundings
Your meeting attendees will not be able to hear your ideas or take you seriously when there is a pile of dirty clothes in the corner behind you. You also want to avoid looking like you work from the inside of a cave because of bad lighting.
Adjust your work arrangements so that you face a window or are exposed to plenty of light. And make sure your background is professional and work appropriate. Select a virtual background or a pleasant, well-lit part of your home or office. This also means:
- Keep your beds (unmade or made) out of the background
- Your messy rooms or open closets are best hidden, so people do not see your clutter
- Keep your artwork SFW (Suitable for Work)
While kids and pets are delightful (and a needed distraction when you are feeling overwhelmed), avoid talking over a screaming child or barking dog. So, be mindful of noise and…
Mute your microphone when you are not talking
There is nothing more frustrating than hearing that alien echo noise from conflicting microphones. Save everyone from the ear-splitting madness by joining the meeting while on mute!
Unless you live alone, your house may be a little. Muting your microphone when you are not speaking gives other participants the ability to chime in and share their thoughts without distraction or frustration.
When you enter a small virtual meeting (around two to five people) announce yourself when you join. It can be awkward to hear the “someone-just-joined” ding followed by silence. When you hop on the meeting, introduce yourself and say hi – just make sure not to interrupt someone mid-sentence.
Do not be afraid to project your voice. The other attendees will appreciate being able to hear you without having to strain their ears or turn their volume all the way up.
Keep your food in the kitchen
Eat a snack before your virtual meeting or conference. No one wants to see you stuff your face with chips while discussing important business matters. Not only is it distracting to others you will not be able to focus on the task at hand because you will be worrying about dropping crumbs all over your keyboard.
Stay seated and stay present
It may be tempting to check your inbox or cell phone while in a meeting and it is best to keep that phone on vibrate or silent. You might miss key information or an opportunity to give input. If you are using your webcam, use attentive body language: sit up straight, do not make big unnecessary movements, and do not let your eyes wander too much.
Also, before logging on to your event, be mindful of your computer camera positioning. Frame your face within your computer screen, so you are not looking up or looking down, but straight ahead and with eyes level. Standing while giving a presentation is recommended…if you were meeting in person, you would be standing. Your flow and energy will certainly stand out during the virtual meeting.
Ability and Best Practices for Embracing Virtual Meetings
New to remote work and virtual meetings? We are here to help. Check in with our blog and other upcoming articles with tips and tricks on how to master the shift to virtual meetings, conferences, conventions, along with remote working for employees, managers, and event teams. We will continue to update our website and social channels with educational materials to help you.