Do’s and Don’ts of Virtual Meetings

The recently-concluded Covid-19 pandemic has had a significant effect on how we work. Virtual meetings have become more popular after this period and greatly benefit businesses worldwide.

All-sized companies have shifted to virtual meetings to enable team collaboration, which has increased the use of video conferencing software. Virtual meetings resemble traditional but high-energy events where participants solve problems by collaborating.

Unfortunately, these meetings can become unproductive since most members join from home, and most have an unofficial mindset. This explains why certain guidelines are set to make these meetings more productive.

Virtual Meeting Rules

The fact that these meetings do not occur in person should not make you relaxed about meeting the basic procedures. Below we discuss the main rules in a virtual meeting and how long you should wait for someone to show up.

  • Plan Ahead

The first step that makes your virtual meeting successful is planning. You are advised to have some ground works before you actualize the call to ensure everything goes as planned.

Initial preparations signal your system that you are prepared for an important thing. Below we discuss what the meeting’s to-do-list should contain;

  • Mark the date on your calendar
  • Check your internet connection
  • Enquire about the meeting’s agenda
  • Be more familiar with the software to avoid technical issues during the meeting.
  • Conduct the necessary research
  • Share the necessary details, especially if you are the host.
  • Incorporate the Right Technology

Technology has become an important aspect in all business setups, and has significant effect to virtual meetings. Companies are incorporating the latest technological developments in their activities since they improve performance.

The most common include;

  • Web conferencing which links speakers and meeting attendees in distinct locations.
  • Webinars that broadcast content to various viewers
  • Live webcasts to showcase your sessions and breakouts.

These tools have significant benefits to your organization, especially when incorporated with other AI tools.

  • Keep Your Environment Quiet and Clean

Keeping the environment clean and quiet is another important thing when planning a virtual meeting. Remember, your team members will see your background, which should be in its best state. You are advised to have a plain background with enough lighting.

Individuals working remotely can hold these meetings in their home office. However, they can consider having a makeshift of a certain room in their house to host the meeting. Also, this room should be situated far from the other rooms.

  • Dress Correctly

Most people are tempted to join a virtual meeting in pajamas since they are mainly in their comfort zone. However, this should not be the case. The dressing is essential since it shows others how important the meeting is to you.

Participants should dress like they would when attending a physical meeting and avoid sportswear.

  • Be Punctual

Professionalism and punctuality go hand-in-hand in your career. Whether in an actual or virtual meeting, you should not come late as it disrespects other members. Attendees who come late miss the meeting’s agenda and disrupt the proceedings.

This is worse if you are the host since you will keep the participants waiting. Participants are advised to log in a few minutes to the meeting to avoid delays.

  • Keep Phones Silent

Another virtual meeting etiquette attendees need is to silence phones to prevent distraction. Notifications and ringing phones do not cause distraction on a normal day, but they can make your meeting lag.

Participants are advised to put their devices on silent mode before the meeting starts or put them away if they are not in use. Other noise sources like TVs and alarms should be kept off to ensure the meeting is productive. Participants can also use a virtual meeting assistant for improved results.

Don’ts In a Virtual Meeting

There are numerous things participants should not do in a meeting, and below, we discuss some;

  1. Eating during the Meeting

Eating during a meeting is rude, whether virtual or actual. It would help if you did not appear in the meeting with a stashed mouth, as it shows disrespect. Some opt to turn their microphone and camera off, but this does not reduce the distraction.

Instead, you should excuse yourself from the meeting when hunger strikes, grab a snack, and return rejuvenized.

  • Do not Move Often

Your body language during a virtual meeting is important as it sends a message to other participants. You are advised against frequently moving as it shows something else has your attention.

Also, you should avoid scratching yourself or adjusting seats frequently. Speakers should pay close attention to their movement since all the participant’s eyes are on them.

  • Do Not Type Frequently

Keyboard use in virtual meetings is not a new thing. You are advised against typing constantly on the keyboard since the keyboard picks up the strokes. There is no harm in taking notes, but you should use a different notebook and pen to avoid distraction.

  • Do Not Talk When Others are Talking

Giving the speaker enough talking time before you voice your ideas is always advisable. Interrupting others as they talk is considered unethical, even in real situations. Kindly give other participants enough talking time before your turn.

Final Thoughts

Virtual meetings have become increasingly common recently, and the above article has discussed their main guidelines. Kindly reach out to us for more information.