Regardless of whether you have been hosting online meetings for a long time or are just getting started, there are a few common etiquette rules that you should follow to keep your online meetings running smoothly.
Avoid distractions
Whether it’s an online meeting or a conference call, avoiding distractions can help you get your job done. While not all meetings are the same, there are some key guidelines to follow.
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Aside from avoiding distractions, it’s also important to start your meeting on time. If you arrive late, you might feel stressed out or have to rush through your agenda. In addition, your team may be a little less attentive.
You should also take advantage of noise cancelling headphones. While these can be a bit pricey, they can be worth the investment.
Another thing you should do is use a Pomodoro timer. This will allow you to set a timer and define when you are taking a break. This can help keep you from getting burnt out.
Follow a clear agenda
Having an agenda for an online meeting helps ensure that the group is on track. Aside from setting the right expectations, having an agenda for an online meeting also provides a structured way for participants to collaborate and communicate. It’s also a great tool for tracking the progress of action items and meeting activities.
A meeting agenda should include a few key items: the purpose of the meeting, a list of the items to be discussed and a time frame. It should also be clear who is leading the discussion. For example, you might want to assign a dedicated topic facilitator and/or a teammate to lead the conversation.
Before the meeting, it’s a good idea to have participants prepare information and questions. These can be discussed during the meeting or later, depending on the agenda. Having an effective meeting agenda will allow participants to maximize the time they spend in the meeting.
Keep the microphone on mute while not speaking
Leaving your microphone on mute while not speaking in online meetings can help fix many problems. Whether you’re in a conference call or a video conferencing session, the background noise can be distracting.
One of the best ways to avoid this is to mute your microphone before the meeting begins. This helps you and other participants stay focused on the meeting.
There are several tools for muting and unmuting your microphone during a video conferencing session. However, you should keep in mind that some apps, such as Whiteboard, do not allow users to mute or unmute themselves. In those cases, you’ll need to request the host’s permission to do so.
You can also mute or unmute yourself from your computer’s desktop app. You can do so by holding down the Ctrl and Spacebar keys on your keyboard. Once you release the key combination, you’ll return to your muted state.
Introduce yourself to all of the attendees
Whether you’re in an introduction meeting online or on a conference call, it’s important to make sure you get to know your teammates. A short and sweet introduction is a great way to let them know that you’re ready to work together and to break the ice. Taking some time to prepare your presentation can help alleviate some of your anxiety. Here are some tips to help you create a winning introduction.
Before your intro meeting, check the agenda and communicate with the other people on the team. Include some details about the meeting and why you’re there. Also, write down a few talking points. Be sure to avoid anything that might offend or make other participants uncomfortable.
A meeting may be full of experts and agendas. This makes it a good idea to ask questions. This will give you an idea of the goals of the meeting, and will help you gain the trust of the team.
Dress appropriately
Getting yourself into a proper dress is important when you are attending an online meeting. There are several tips to make sure you look good while also keeping your productivity up.
The most important tip is to make sure your online meeting is in a room where you can keep your ear to the ground and avoid distractions. Another tip is to mute your microphone to minimize outside noise. You may want to purchase a good mic.
There are many other tips to consider before and during an online meeting. A few of them include avoiding loud attire, using the smallest possible screen, securing your computer, and giving your undivided attention. This can be a daunting task. If you are attending an online meeting from your home office, you can dress in ways that will help you avoid disturbing your roommate and/or family.