Virtual meetings are not similar to in-person meetings, but it is very important to keep in mind etiquette for virtual meetings, whether it is a conference call, video meeting, or webinar.
In order to boost productivity and enhance a professional appearance, virtual meeting etiquette has become a vital part of digital meetings. Let’s see what the virtual meeting ground rules i.e. etiquette that everyone should follow in the online environment.
What is virtual meeting etiquette?
Virtual meeting etiquette is a standard rule that virtual participants need to follow in an online setting. Whether a video conference meeting or a regular meeting call, following ground rules allows you to show your best behaviors to others. Remote meeting etiquette is more than just attending meetings. It is really about adapting to a new set of norms and best practices for effective virtual communication. And also it is about collaboration in a way that is considerate of others, promotes productivity, and contributes to better online experiences for everyone.
The Importance of Virtual Meeting Etiquette
Virtual meeting etiquette must be followed by everyone, as it helps to create a professional environment in the meeting. One of the most notable benefits of virtual team meeting etiquette is that it makes you seem responsible. Plus, it shows that you value everyone’s time and thoughts, which helps in communicating properly and politely. If we don’t follow these meeting rules and etiquette, our online meetings can become messy and confusing, so it might make us look unprofessional. For successful and effective communication, it is mandatory to follow the etiquette of virtual meetings.
Virtual Meeting Etiquette for Hosts or Speakers
Adherence to meeting etiquette is not only necessary for meeting hosts and presenters but also more important. Since both play a big role in making online meetings effective and successful. If you are a meeting host or presenter, below are some tips for meeting etiquette that you should keep in mind:
1. Familiarize yourself with Meeting Platform
Just as you see the class room number on the first day of the exam similarly you need to familiarize yourself with the video conferencing platform you are using for virtual meetings.
You need to know the ins and outs of using the software such as how to create a meeting, how to invite attendees, how to share screens, how to use interactive features, etc.
Understanding platform capabilities and functionality in advance can help you make your presentations easier for you. You will be able to conduct an engaging and productive virtual session with confidence.
2. Set ground rules.
Ground rules help create a welcoming and secure environment where everyone feels comfortable participating. Set up clear rules for the meeting, like raising a hand before speaking or muting when not speaking. It helps ensure that everyone has an opportunity to speak, particularly in large gatherings. If participants are not in a calm location, instruct them to turn off their mic to avoid disruption. Setting such ground rules allows you to run the meeting more effectively and efficiently.
3. Dress professionally.
Dressing professionally in a virtual meeting is important because people might notice your attire first. Wear formal clothes or smart casual, as it gives you more confidence to show yourself professionally at the meeting. It also conveys to other attendees that the host or speaker is well-prepared and organized. Overall, looking professional helps the host or speaker make a good impression and makes the virtual meeting more effective and successful.
4. Choose an Appropriate Place
Choose the appropriate place for a virtual meeting because it is really important for the person who is leading the online meeting. A good place without distractions helps everyone stay focused during the conference. It is preferable to sit in a well-lit environment where the focus remains on the person rather than the background. A professional spot shows that the meeting is taken seriously and sets a professional standard within the organization and among the participants.
5. Technical Inspection
Technical difficulties can cause delays and disruptions during the actual meeting. Before the meeting, double-check the technological setup, like testing audio, video equipment, and screen sharing. A tech check will help identify and resolve potential technical issues before the meeting begins.
6. Welcome Everyone
Start the meeting by welcoming everyone and introducing yourself to them. If you do this, it will show that you are happy with their presence. A friendly start sets a positive mood among participants. Also, it encourages attendees to feel valued and motivated to take part. Eventually, create a comfortable atmosphere and foster interaction among participants before diving into the main agenda. This reduces initial tension, stimulates participation, and sets a nice tone for the virtual meeting.
Try to have some ice-breaker sessions. It gives you an opportunity to make people feel welcomed and involved. It also gives people to know each other better and an opportunity to start a good conversation.
7. Follow the meeting agenda.
In an online conference, always follow the meeting agenda because it gives a clear outline for the discussion. When everyone follows the agenda, the meeting stays on track and ensures that all necessary topics are covered within the allocated time. It also makes the gathering more organized and interesting.
8. Summarise Key Points
Summarise the key points before ending the meeting. When you highlight the key points, you assist everyone in remembering what was discussed at the meeting. A summary of the main points can be used as a reference in the next meeting discussion.
9. Thank Everyone
Thanking everyone shows that you value their time, contribution, and active engagement. This will leave a good impression on participants and help to build positive relationships with them. Expressing appreciation for attendees’ presence shows excellent virtual meeting etiquette. Have some buffer time to avoid abrupt endings if topics, discussions spill over.
Virtual Meeting Etiquette for Attendees
Participating in virtual meetings requires a commitment to strict etiquette for remote meetings to maintain effective communication with everyone. Here are some tips on virtual meeting etiquette to keep in mind:
10. Choose a Quiet Place
Choose a quiet location for the virtual meeting. A convenient place guarantees the meeting goes well without any interruptions. Many online meetings require us to have our cameras turned on, so always check that the background of the selected location is professional. If you notice any background noises, put yourself on mute so that others don’t get distracted. This will show how serious you are about the meeting, resulting in an overall great virtual meeting experience.
11. Dress well.
Dress well before joining the meeting, as it leaves a positive impression. The proper clothes make your mindset ready for a serious work discussion. It also shows respect for the meeting and the other participants. This is the perfect approach to starting the meeting in an ideal way.
12. Join the meeting on time.
Joining a meeting on time is a sign of respect and professionalism. It shows your commitment to the meeting and respect for other attendees’ time. Being punctual sets a pleasant atmosphere for meeting room etiquette, which ensures a smooth start and efficient time management throughout the discussion. It also shows how well-organized you are and how much you value other people, which leads to a successful meeting.
13. Mute When Not Speaking
Mute yourself before starting the meeting. This lowers background noise and interruptions while others speak. Continue to remain mute during the meeting until your chance comes to speak, as it shows good online meeting etiquette for virtual meetings. When your time comes to speak, turn on the microphone, and once you are done speaking, turn it off. This way, the discussion can proceed without interruption.
14. Avoid multitasking.
Avoid multitasking during virtual meetings, like checking your texts, emails, and mobile apps. When we try to do many things simultaneously, we are unable to keep our focus on the meeting. This can cause misunderstandings and reduce the effectiveness of the meeting. Respect your speakers and other attendees, so it will make the meeting environment better and more cooperative.
15. Do not disrupt speakers
Do not interrupt when the speaker is speaking. If you interrupt, the speaker will not be able to express their point of view. This kind of behavior will make it appear that you have poor communication skills which can lead to a bad impression of you.
If you have a question or something to say to the speaker, use the chat function or raise your hand to let them know you’d like to speak up.
16. Be a Good Listener
Being a good listener during a virtual meeting is super important because it helps everyone communicate better. Listening carefully shows that you are interested in what they are saying. Be a good listener so that you can understand the words and thoughts behind them, which will allow you to reply more efficiently. Follow video meeting etiquette and give full attention to the discussion.
17. Make Notes
Write down important details of the meeting in notes. It can help you remember relevant information about the meeting. You can eventually share these notes with other team members, particularly those who were unable to attend the meeting so that everyone is aware of what was discussed at the meeting.
18. Express Gratitude to the Host
Expressing gratitude is a simple but significant gesture of appreciation. Thank the host after a successful meeting. They feel good when you appreciate their time and effort. This small act of courtesy goes a long way in strengthening your relationship with the host.
Here are some ways to thank the host:
- I learned a lot from this meeting.
- Thanks for a great meeting
- I really enjoyed this meeting.
Why Adhere to Online Meeting Etiquette?
Online meeting etiquette plays a vital role in having respectful and smooth interactions among virtual participants. It ensures that the meeting goes without interruption and that everyone maintains professionalism. Adhering to web meeting etiquette not only fosters an environment where everyone can respect each other time but also contributes to making a more productive and efficient meeting for all participants. The use of video meeting etiquette helps create an environment where participants feel heard, valued, and relaxed.
Conclusion
When it comes to remote conferences, you need to be aware of the etiquette of an online meeting. It has become an essential part of professional life due to the rise of virtual events. For professional & smooth communication and effective remote collaboration, companies and their employees ought to use them.
From professional dressing to choosing a quiet place and being mute in others turns to joining the meeting on time, all contribute to maintaining essential virtual meeting etiquette. In today’s digital-first society, everyone should utilize etiquette for effective interaction in an online environment.
Virtual meeting etiquette will enable you to be more professional, respectful, and productive. Yes, I know that it will take time for you to adapt to the norms, but these clear principles will undoubtedly benefit you in your professional life.
FAQs
Common virtual meeting mistakes are arriving late at a meeting, not checking the technical issues beforehand, interrupting others, and failing to turn off your microphone when not speaking.
If someone keeps breaking the rules during virtual meetings, it’s important to talk to them privately. Explain how it can affect everyone. Encourage them to follow virtual meeting etiquette so that the meeting will go smoothly.
If you show respect for others’ time and opinions, it will naturally improve your professional image. Plus, it will show your seriousness and dedication to the work.
A team leader can encourage this by setting clear guidelines, providing training on remote meeting etiquette, and promoting good team etiquette practices among team members.
Yes, understanding how people from different cultures communicate, use gestures, and act formally is really important for video call etiquette. You should learn and follow the ways of communication, especially when you work with people from all over the world.
- Dressing appropriately
- Arriving at the meeting before the scheduled start time
- Using video to enhance communication
- Actively listening to what others are saying
- Not interrupting other person speaking
Wear a suit and tie or a formal shirt and pants to look professional in a virtual meeting. Make sure the outfit you wear is clean and fits you well.
