If you work in a remote team, you may not be aware of online team meeting etiquette. Whether you’re hosting or joining a meeting, there are a few basic etiquette rules that help your business and team run smoothly.
The first is to ensure the meeting has an agenda that everyone knows about ahead of time. Without this, meetings can go off-track and waste a lot of time.
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Have an Agenda
A clear agenda helps you keep track of what you want to discuss. It also helps you ensure that everyone involved in the meeting knows what they’re supposed to do and when.
A lot of team meetings go off track because people start to meander around, discussing random topics or tangents. It’s better to cover these topics or re-focus the conversation on a specific topic before it gets off track.
Having a clearly defined agenda is an important part of online team meeting etiquette. It will help you and your team stay on track and achieve the results you’re after. It will also make your meetings more efficient and less time-consuming.
Introduce Yourself
Introducing yourself is an important part of online team meetings. It helps you create initial rapport and establish relationships with the team, and it lets them know you’re on the call.
You can use a variety of techniques to make your introduction stand out, including energizing body language and using relevant information about yourself. A confident self-introduction shows the team that you’re a dependable person, which is something they can trust.
Let Everyone Know You’re On Call
During your next online team meeting, surprise everyone by showing up wearing a costume. This will make the whole experience more fun and break through their boredom.
For example, you could show up in a winter ski hat or bunny ears. Or, if you want to get even more elaborate, raid your kids’ closet for an old wig or other spooky costume.
This approach will require some planning on your part as the team leader, but it will give everyone a chance to express their ideas. You can also create an agenda ahead of time to help ensure all topics are covered.
Find a Quiet Spot
Quiet places, such as a certified quiet park or forest, can have positive health benefits. They can reduce stress, anxiety, depression, repetitive thoughts and restore attention.
Alternatively, a museum or historic estate can make for a unique alternative to the traditional office. These spaces are typically calm and have good seating options.
However, if you’re not comfortable working in a quiet space, consider bringing your laptop with noise-canceling headphones. You’ll likely have to mute your device before entering, but it’s worth it to avoid a distraction.
Keep Your Phone on Mute
Keep your phone on mute during the meeting to help everyone focus on what’s happening. This is especially important when you’re presenting, as it can be difficult to hear other team members’ responses and questions.
It’s also a good idea to keep your microphone muted during the meeting if you’re using a headset or speakerphone. This will allow you to chime in when you want without distracting other attendees or cutting out their microphones.
Be Prepared
Whether you are hosting a one-off team meeting or regularly facilitating meetings, there are some simple etiquette rules to follow. Following them will help you avoid embarrassing misunderstandings or mistakes during your next online meeting.
The most important thing to do is prepare for the meeting ahead of time. Make sure to circulate the agenda, and send any supporting documents that need to be reviewed prior to the meeting.
It’s also a good idea to anticipate any issues that might arise during the meeting and communicate them before the discussion begins. This will help to ensure that any blockers are resolved quickly and efficiently, saving the meeting time for more productive discussions.