Whether you’re hosting a virtual meeting or just hopping on an online conference call, proper etiquette is essential to keeping meetings productive. Without it, you and your team will experience unproductive meetings that waste everyone’s time, and tempers will flare.
Dress appropriately for the virtual meeting, ideally in business attire and with a clean appearance. This will send the right message to your remote team members and show them that you value their time and effort.
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Be on time
Getting on time for online meetings is essential. If you arrive late, you may not have enough time to fix any technical issues before the meeting starts.
Moreover, you might end up annoying those who arrived on time. You’ll also waste time, making the overall meeting less productive.
One of the best ways to ensure that you’re on time for an online meeting is to give attendees two times when the meeting will open and start. That way, everyone can plan when they’ll join.
Be prepared
Today, companies are embracing online working environments to facilitate remote collaboration. For some, bringing together a team via an online meeting may be unfamiliar territory, but with some preparation and a game plan, it can be just as productive as having everyone in the same room.
To keep participants focused and on point, it’s important to create an agenda for the meeting. This will help them understand what you’re trying to accomplish and give them a chance to prepare questions and feedback.
It’s also helpful to use online mind maps during the meeting, which allow everyone to see what’s happening and add their own input in real-time. It’s a great way to keep the conversation active, get everyone engaged and create more clarity.
Be polite
Whether you’re participating in a video call or using a chat box, make it clear when you want to ask a question. This is especially important when you’re talking to remote team members.
In online meetings, it’s hard to pick up on body language and facial expressions, so you need to be extra polite and make it very clear when you want to speak up or make a point. Smiling more broadly and making hand gestures are also a great way to communicate your intent.
It’s also important to show up to the meeting on time. This is especially important if you’re the host, or if you’ve asked other attendees to join the conversation.
Be respectful
Online meetings are a great way to connect with remote employees and provide an engaging and informative experience. But they can also be difficult to manage if you don’t follow the correct etiquette.
For starters, be on-call and log in at least five minutes before the meeting starts to get a head start. This is especially important if you have multiple people attending the meeting.
If you have to leave the call for a temporary reason, be sure to let the other attendees know so they can continue the meeting without you.
In addition, you should make sure the chat is available to everyone in the call so that they can ask questions and participate. This is good virtual meeting etiquette, as it makes the call more interactive and ensures that everyone has a voice in the discussion.
Be on-call
There are many benefits to online meetings, including allowing people who can’t be in the same room together to communicate effectively. However, virtual meetings can also be difficult to keep productive if not managed properly.
One way to ensure a positive experience is by being on-call and being on-time for your online meetings. If you have a personal or family commitment that requires you to leave your meeting, be sure to notify attendees and explain why you are leaving.
Another tip is to create a clear agenda for your meeting, so you and your participants can focus on the goals of the call. This will make it more likely that everyone will be engaged and feel motivated to contribute to the discussion.