Posted by Virtual meetings are all the rage these days and for good reason. They save time and money, they’re environmentally friendly, and they can be a great way to connect with people who don’t live nearby. But as we take more advantage of this technological convenience, it becomes increasingly important that we follow certain guidelines to make sure our virtual meetings are productive, respectful, and enjoyable for everyone involved.
Here are 15 virtual meeting etiquette guidelines to follow in 2022:
Before the Meeting
● Get everyone on the same page:
Before the meeting starts, make sure everyone is using the same video conferencing platform and that they understand how to use all of its features. This will save a lot of time and frustration before, during, and even after the meeting.
● Test your technology:
Whether you’re using your own computer or a rented conference room, make sure you test your webcam, audio and internet connection before the meeting starts. This will help avoid any technical glitches during the meeting.
● Be aware of your surroundings:
Just because you’re not in the same room as the other participants doesn’t mean they can’t see your surroundings. If you can, try to find a quiet and distraction-free place to take the call.
● Dress appropriately:
Even though people can’t see you from the waist down, it’s important to dress appropriately for a virtual meeting. This shows respect for the meeting and helps you feel more professional.
During The Meeting
● Be on time:
Just like with in-person meetings, it’s important to be on time for virtual meetings. This shows respect for everyone’s time and helps keep the meeting on schedule.
● Mute your microphone:
Unless you’re speaking, be sure to mute your microphone so that background noise doesn’t interfere with the meeting. If you’re using a video conferencing platform that has a “mute all” feature, use it when people are not speaking so that the audio quality is better for everyone.
● Turn off your camera:
Unless you need it for the meeting, turn off your camera to save bandwidth. If you do need to use your camera, be sure to position it so that your face is well-lit and in focus.
● Use the chat function:
The chat function can be a great way to ask questions or make comments without interrupting the meeting. But be sure to use it sparingly so that people don’t get overwhelmed with messages.
● Pay attention:
It’s important to pay attention and not multitask during a virtual meeting. Bear in mind that virtual meetings are as important as in-person conference. This shows respect for the speaker and helps ensure that you don’t miss important information.
● Be aware of body language:
Even though people can’t see you physically,, they can still pick up on your body language. So be sure to sit up straight, make eye contact with the camera, and avoid fidgeting or crossing your arms.
● Make sure everyone can see the screen:
If someone is speaking, make sure they are visible to the rest of the group. This is especially important if there are people on the call who are not familiar with the speaker.
● Keep your energy up:
It can be easy to get drained during a long virtual meeting. But it’s important to keep your energy up so that you can stay focused and engaged. Try to take breaks every 20 minutes or so, and make sure to drink plenty of water.
● Use proper English:
Just like in an in-person meeting, it’s important to use proper grammar and avoid using slang or profanity. This shows respect for the other participants and helps to ensure that everyone can understand what is being said.
● Respect people’s time:
Virtual meetings should be scheduled for the same length of time as in-person meetings. And just like with in-person meetings, it’s important to start and end on time. This shows respect for everyone’s time and helps to keep the meeting focused.
After The Meeting
● Follow up after the meeting:
Just like with in-person meetings, it’s important to follow up after a virtual meeting. This shows that you value the input of the other participants and helps to ensure that decisions are made in a timely manner.
How Virtual Meetings are Beneficial to an Organization?
Though it seems counterintuitive, virtual meetings can actually be more beneficial to an organization than in-person meetings. Here are just a few ways that virtual meetings can help your business:
- Increased efficiency.
Since everyone is in their own environment and not confined to a meeting room, participants are able to work on other tasks while the meeting is in progress. This increased efficiency can lead to shorter meetings and more productive participants.
- Reduced costs.
No need to rent a meeting space, purchase food or beverages, or pay for transportation. All of these costs can be eliminated with a virtual meeting.
- Greater flexibility.
Virtual meetings can be held at any time, from any location. This flexibility can make it easier to accommodate the schedules of all participants.
- Improved communication.
With virtual meetings, there are no distractions from side conversations or people coming in and out of the room. This can lead to improved communication between meeting participants.
- Enhanced collaboration.
Virtual meetings allow for greater collaboration between participants. With features like screen sharing and video conferencing, all participants can be on the same page and working together towards a common goal.
Though there are some challenges that come along with virtual meetings, such as technical difficulties or time zone differences, the benefits far outweigh the drawbacks.
Virtual meetings are becoming increasingly common, especially with the rise of remote work. And just like with in-person meetings, there are a few etiquette guidelines that everyone should follow to make sure the meeting goes smoothly. By following these tips, you’ll be able to avoid any embarrassing moments and ensure that the meeting is productive for everyone involved. Do you have any other virtual meeting etiquette tips?
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