When you’re conducting an online meeting, proper online meetings etiquette is critical to the success of your meeting. Here are some important guidelines: Set an agenda, Introduce yourself, keep the space distraction-free, and avoid off-topic discussions. If you’re planning an online meeting with a large group, you’ll want to keep the following tips in mind:
Setting an agenda
Whether you conduct meetings online or in person, setting an agenda is essential to make the process run as smoothly as possible. You will want to include the purpose of the meeting and what the participants should expect from the meeting. A good agenda will help you avoid confusion, get your participants prepared, and maximize the time spent on each topic. To create an agenda, follow these steps. Here are the main aspects to include in an agenda. You may also include links to resources and co-creation documents.
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The agenda helps you keep track of time. If you have to meet with multiple people, it’s easy to stray off topic, so create a detailed schedule of topics and how much time you’ll need for each. You can also include a reference to an online whiteboard or shared document, which helps prevent any pain points later. You can also include an open floor for questions and clarify tasks. This will help you avoid any pain points that might arise during the meeting.
When introducing yourself in online meetings, make sure you do so in the most appropriate manner. First of all, ensure that your name comes before your last name. People will remember first names better than last names, so choose the most memorable one first. If you have more than one last name, make sure to emphasize the easy-to-pronounce name. Second, highlight your most relevant skills and accomplishments in a brief introduction. Last but not least, close your introduction with a compliment or some advice.
Next, introduce yourself in a way that is relatable and low-stakes. You can start by asking a question about your speech structure or what you did today in school. Alternatively, you can show a short video of yourself. Using Zoom, you can also add yourself to a new meeting, schedule it immediately, and join by clicking “Join”.
Keeping a distraction-free space
While web meetings are convenient, they also can be very distracting, especially if you have a lot of other things on your screen. Keeping a distraction-free space during online meetings can help you avoid these distractions and stay more focused on your work. Here are a few tips to help you avoid being interrupted during your online meetings. Firstly, try to make the meeting window as big as possible. Second, keep as many windows as possible closed and minimize the number of other windows or programs that might distract you during your work.
Third, try to keep a separate workspace for yourself. When you work in a dedicated space, your brain associates it with work and will not be bothered by other things that are going on around you. If you have a roommate, set up the workspace so that they know that you’re in the zone and will not be distracted by what’s going on in your office. You may have to buy a cat laptop if your workspace isn’t big enough.
Avoiding off-topic discussions
If you’re leading an online meeting with other people, you may have to keep track of how to avoid off-topic discussions. Some online meetings have a “step-up, step-back” rule that reminds participants to speak when needed, and to be respectful of other people’s opinions. Similarly, some virtual discussion groups have a “stay on topic” rule to keep discussions focused and on-topic.
Try to focus the conversation on one topic and guide it back to the main point. If discussions tend to stray too much, you can either make them short and simple, or you can have a separate meeting to address these issues. Try to identify topics that require additional discussion before you begin. You can send an email or a document to the people who will be most engaged. Then, if the topic continues, simply bring it up again.
Using the chat box to engage quieter colleagues
One easy way to engage quieter colleagues in online meetings is to use the chat box. This way, attendees can share their ideas without having to speak in front of the entire room. It’s also much easier for multiple people to contribute at once. It’s also easier to share documents. And it can be more fun to get quieter colleagues involved when they feel that their ideas are welcome. Listed below are some ways to engage quieter colleagues in online meetings:
A recent study found that participants are more prone to multitasking in long, early-morning meetings. Microsoft researchers also found that workers were more likely to multitask in meetings with more than 10 participants and those lasting more than 80 minutes. Interestingly, a shorter meeting lasting 20 minutes or less had fewer people prone to multitasking. The findings suggest that morning meetings are better for avoiding multitasking.
While virtual meeting attendees may be tempted to multitask, this behavior can only worsen the health of everyone involved. Try scheduling your meeting for half a day or two. Include optional social activities before or after hours. Try to keep the number of people in the meeting small enough to achieve your desired level of engagement. This way, everyone can give their full attention to the discussion. It’s also important to keep the number of people in the meeting small enough to allow everyone the space they need to be productive.