Virtual Meeting Etiquette: 7 Tips For Being Professional During A Remote Meeting

 

Over two years into the COVID-19 pandemic, the world has dramatically changed. Ways of doing business and conducting conferences have changed and now rely on the virtual space. Work-from-home is now a part of the culture, which promises not only safety but also productivity. Various MNCs like Twitter have made work-from-home a permanent option owing to its efficiency.

However, someone who is new to the remote meeting culture may find it tough to navigate their way in the digital waters. The world knows that virtual meetings are here to stay since they are a pocket-friendly and flexible alternative to in-person meetings. But of course, remote meetings might not suit each individual. This may be because not many are aware and adept at virtual meeting etiquettes. Listed below are a few tips to follow while interacting in the novel environment of the digital working culture:

1.    Run the technology before the conference

It is always a great and safe idea to log in to a meeting at least 10 minutes before the scheduled time. This gives one time to check for any technical follies, test the audio and video, and make sure the internet connection is stable and the virtual meeting platform is functioning well. When technical malfunctions interrupt a conference meeting, it gets in the way of valuable conversations. Acquainting yourself with the features of the virtual corporate meeting platform, like Dreamcast, and learning how to use it also helps.

2.    Appropriate attire

Working from home gives individuals the liberty to attend conferences in their shorts or pajamas, but putting in a little more effort never goes in vain. Most companies do require employees to dress appropriately in formals for conferences even in the virtual model. However, if companies do not instruct it, what is the harm in dressing well? Dressing in formals only from the waist up might work in some cases, but if someone forgets to switch their video off and gets up to make themselves a cup of tea, the entire office can see the pajamas then. To avoid embarrassment, dressing appropriately from head to toe is good. It also gives one confidence and is positive for the mental and emotional psyche.

3.    Appropriate background

Not everyone may have a home office, but a clean background during a virtual meeting is basic decency. An unmade bed or an overflowing closet with open doors behind someone on the screen may make it hard to take them seriously. Hence it is important to clean the area where one intends to attend a conference. Sitting in a place where a wall is the only background also works. Also, the lighting should be good and one must sit facing the light. Sitting in a well-lit room exudes confidence and also puts one in the mood to hustle and be productive.

4.    Try to eliminate distractions

It seems almost impossible to eliminate distractions while at home. It is important to take note of things that are distracting and may disturb the meeting. Closing the door, keeping the phone on silent mode, switching off the TV, using earphones, not eating during the conference, and not multitasking will help in remaining focused throughout the meeting. Even if something does interrupt the meeting, it is best to be candid about it and laugh it off. Chances are high that almost everyone is experiencing the same things on their end and this is a great way to connect with others.

5.    Make eye contact with the camera

In a physical setting, people usually look into each other’s eyes and talk. Talking shyly in a low voice and looking away does not give a good impression in an in-person setting. The same goes for virtual meetings. People are expected to look into the camera and deliver information confidently. Looking down at the desk and not into the camera gives an impression that someone is not confident. It is also important to speak as clearly as possible since acoustics are not the best on a virtual AGM platform at times.

6.    Be on mute when not speaking

Background noise is impossible to eliminate when working from home. Kids yelling and dogs barking in the background cannot be controlled per se. Hence, being on mute when not speaking is a critical etiquette of value. The conference may be interrupted otherwise and it may result in an awkward situation since the entire office may hear your kids fighting over who will feed the dog. Not pretty and very awkward. The host of the meeting can also mute and unmute attendees when needed but one should be conscious and mute themselves when needed.

7.    Never take the phone or laptop in the bathroom

This one is pretty self-explanatory. It is common sense to not take the device into the bathroom in which a virtual meeting is in full swing. As per data, a surprising amount of people take their devices into the bathroom with them, and some do not even turn their microphone and camera off! The amount of embarrassment someone would feel is baffling. It is almost unbelievable that someone might forget to switch their camera off.

CONCLUSION

Virtual meetings are the reality right now and the world has adapted well to this new normal. While virtual meetings may be flexible and convenient, it is important to make sure that the agenda of the meeting is achieved. Certain required etiquettes should be followed by attendees to keep the meeting on track and also remain in sync with the meeting. The etiquette in the digital world is changing every day. Following these etiquettes only ensures that the meeting goes on smoothly and everyone gets the best out of the conference. When every participant in the meeting makes sure to follow virtual meeting etiquette, conducting conferences and doing business online can prove to be very cost-effective, productive, and thriving.