When on Screen: Etiquette for Virtual Meetings

Virtual meetings are now becoming essential to maintain an organization's productivity and continuity in spite of the unceasingly spread of Coronavirus. To protect employees from catching the outbreak, travel restrictions and work from home arrangement are being implemented. Thus, in-person meetings with the team, customers, or suppliers may not be applicable as of the moment until a couple of months or even a year. That is something, we are not sure of.

As employees made the transition to full time remote workers, video conferencing or virtual meetings is an easy way to communicate, to collaborate, and to connect several offices or departments to keep employees engaged. This is now becoming part of the daily routine, and to help make these online- meetings as effective, productive, and professional as possible, follow these reminders and tips:

1. Serve a clear purpose

There is always a reason for everything and everything always has a reason. The same is definitely true in virtual meetings or online meetings. It must serve a purpose. It is like traveling where you know where you are up to. For a meeting to be effective, the host and the participants must know what the meeting is all about for if not, it seems that you invited kids to a bachelor’s party.

2. Respect Time

Either you are hosting or joining a virtual meeting, it is just proper to start promptly out of respect for attendees’ time. How annoying and unprofessional would it be if latecomers join, and to be polite you have to repeat what is already covered, wasting the time of everyone who arrived on schedule? It will always be best to be at the meeting at least five minutes before it starts. Same way, for participants not to shy away from other priorities, be conscious also of the time the meeting should have ended as well. So check your agenda, follow the timetable, and end the meeting on the dot. For respecting time is the same as respecting people and as the old adage goes “respect begets respect.”

3. Use video

Be camera-ready. Knowing that you are not alone will always feel good. And seeing your co-workers during a virtual meeting adds the feeling of connections. Something that is considered “a must” especially in this quarantine time. So turn your webcam on to see how you and your workspace appears in the background. Once the session begins, give your best smile, keep your eyes on the cam as we are trained to look at the people we are talking to and to let them feel your presence. It may be challenging at the beginning for we are just starting to get used to it but the more we practice the sooner we will be comfortable with it.

4. Dress for Success

Dress for success and not to impress. It should not be fancy rather chosen appropriately. Yes you are working at home, but that does not mean that you are not working. You will be facing your boss and your co-workers and discuss matters at hand. So take a few minutes before the meeting to get that professional look on even in the four corners of your home.

5. Background is more than what’s behind

Distractions make a significant impact on virtual meetings. Seeing a pile of dirty clothes in the corner behind you, people walking back and forth, kids screaming or pet cuddling can create a disorganized ambiance. Before starting or joining a meeting, be mindful of your surroundings. Find a background that is simple, without distracting elements, professional, and work appropriately.

6. Set proper lighting

An effective virtual meeting is one that is also engaging. And that won’t be possible if no one can see you. So whether you are the host or participant, make sure that you are not only visible, rather clearly and not distractingly visible. Anyone can look best with good lighting. You may use natural lighting if there is a spot in your house with an unshaded window during the day. You just have to position yourself on what will work well and lighting quality will not be an issue. But if not applicable, find an effective lighting trick. Sit facing the desk lamp or other light source to ensure your face is well-illuminated. Use soft directional light such as a lampshade or a diffuser that can reduce shadows and will soften the lighting in the room. Balance the room lighting, reangle the camera, adjust your webcam settings, you can even invest in purpose-built video conferencing cameras to optimize high-quality video or you may also try DIYs. Try everything until you find the perfect one that will enable you to present your best self.

7. Let your voice be heard

In the first place, meetings are conducted to discuss important matters. Therefore, expect the exchanging of ideas to achieve the set objectives. And this will not happen if you will not speak up and if you will not be heard. Prior to meetings, make sure you check both your audio and speaker. See to it that the microphones are well-adjusted and tested to avoid ear-splitting madness when you speak. Same with the speaker to ensure you will hear key points in the meeting. And as a courtesy, mute your microphone when you are not talking. With that everybody could clearly hear what is being discussed and not the alien echo noise from conflicting microphones of the participants. If you are using your keyboard to take notes, make sure the sound of your typing is not distracting but if unavoidable mute your microphone or grab a pen and paper to take meeting notes instead.

8. Manners matter

Just like in all other places, your manners truly matter. Therefore refrain from doing the following:

• Avoid eating during meetings. This will not only distract everyone else hearing the sound of your crackers or seeing crumbs on your face but it will also take your focus out of the meeting. Do eat before the session even starts or during a coffee break or bio break.

• Avoid leaving while the meeting is on-going. You might either miss out on important information or you may miss the chance of sharing information.

• Avoid phone calls. Hearing your phone rings may interrupt others, answering it might even cause more. Better to turn it off or put it in silence during the meeting, if in case that is an emergency call, politely inform everyone else in the meeting. For sure, they will understand.

• Avoid multitasking. Yes, there are a lot to do and to accomplish. But do not work on other projects on your computer. Close down all other applications or browsers to eliminate notifications. Stay focused.

So to wrap it all up, Virtual meetings or online meetings are now the most efficient and effective way to communicate and to connect with people. To ensure its success and productivity make sure to prepare, minimize or eliminate distractions, and keep it professional.