Virtual meetings can be tricky. If you’re not careful, they can go off on tangential topics or get hijacked by your cat or grandma’s latest Facebook post.
To avoid these issues, it’s important to follow some basic online meeting etiquette. Here are a few tips to help you do just that: 1. Be on time.
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1. Dress appropriately
Whether it’s a one-to-one meeting with your boss or a team meeting, online meetings require you to dress in business attire. Ditch the PJs and put on something you would wear to work, as it will help everyone take your participation seriously.
It’s also important to cancel out distractions such as pets, kids, or other household noises. This will keep the meeting on track and productive.
2. Don’t snack
If you work from home, there’s a good chance your family members are joining your virtual meetings. Keep in mind that they’ll need to know not to disturb you while you’re on a call.
Eating during a meeting is a big no-no. Not only can it be distracting, but it’s also difficult to concentrate on the topic at hand when you’re trying not to drop crumbs on your keyboard.
3. Let everyone know you’re on call
Online meeting etiquette requires you to introduce yourself when you enter the call. This can be done during a lull in the conversation or by using the chat feature.
It’s also important to not interrupt others when they are speaking. Doing so not only annoys them but makes it difficult for the rest of the attendees to understand what’s being said.
4. Don’t lean out of the picture
Keeping to the meeting agenda will help you stay focused during your virtual meetings. Distribute the meeting agenda before your call so everyone can prepare their questions and answers.
Don’t start a side conversation with another participant while the meeting is underway. This is distracting and can cause a delay in the communication. Also, make sure your microphone is on mute when you are not talking.
5. Don’t interrupt
Whether you’re on an audio-only call or video conference, interruptions can be a big problem. It’s best to wait for a pause or short silence before chiming in.
It’s also important to make sure your comments are relevant and helpful. If you have a question or something to add, use your meeting agenda to communicate it beforehand. This prevents interruptions from derailing the conversation and wasting time.
6. Make eye contact
While it’s important to practice eye contact in real life, it’s even more essential during virtual meetings. It shows that you’re engaged and attentive, which creates trust.
To help maintain eye contact, mute yourself when you’re not speaking and only unmute when it’s your turn to talk. This will minimize background noise and distractions. It also allows you to take notes without interrupting.
7. Be on time
Online meetings tend to run long and being late is rude. It’s important to log in a few minutes early to test your audio and video and prevent any technical problems before the meeting starts.
It’s also a good idea to keep your work space clean and remove any distractions. This can help other attendees take you seriously and makes the meeting more productive.
8. Don’t send chat messages
A quick, private chat message is one of the most common distractions during an online meeting. It’s best to wait until the meeting is over to have a side conversation with colleagues.
Occasionally, pets and delivery people walk on-screen or ring your doorbell during a virtual meeting. Don’t react to these interruptions – they can ruin the flow of the meeting.
9. Don’t talk on your phone
It can be easy to get distracted during online meetings. However, it’s a good practice to keep your microphone on mute until you’re ready to speak. This prevents background noise, movements and breathing from distracting other attendees.
In addition, avoid talking on your phone or texting in the meeting room. This can be extremely disruptive to the rest of the team.
10. Don’t talk to others in the meeting
Human communication relies heavily on facial expressions, body language, and reactions. If a team member repeatedly takes over meetings, it’s important to call them out on their behavior.
Make sure your microphone is on mute when you’re not speaking. It’s a big turn off for other attendees to hear your ear-splitting echo noise! Also, announce yourself when you join the meeting.