Online meetings are now central to our workflows, whether one is operating in a remote or a hybrid model. Frequently, we overlook the importance of etiquette and focus on the “brass tacks” like the agenda, getting through the tasks, and completing the meeting before the next one begins. But research shows that online meeting etiquette has a significant impact on the user experience as well as productivity.
Some of the top reasons for a “bad meeting” are people taking calls or texting during the conversation (55 percent), participants interrupting each other (50 percent), and not listening to others (49 percent). To prevent such scenarios and ensure this vital activity achieves the desired results, one should always follow proper online meeting etiquette. This includes:
1. Being mindful of lighting conditions
It would help if you were visible for others to see you during a video conference. Therefore you must pick a location with adequate illumination so they can see your face. Make sure to have everything ready before the meeting. It’s preferable to switch off the camera if your surroundings restrict it. The window may be closed to reduce outside noise. Remember, the meeting might suffer from any background noise or visual distraction. Our guide to the best Zoom lighting conditions explains more.
2. Engaging with other participants
People often cannot detect when you are staring at them in multi-participant, remote meetings. This is why addressing your audience directly once you begin speaking is essential. Another key factor is maintaining eye contact. Eye contact and observing one another’s facial expressions are crucial for effective human communication. In particular, seeing one’s camera feed could be comforting for people who are new to online meetings. But you have to look directly at the camera to give an impression that you’re staring into their eyes.
3. Using reliable technology
Internet connectivity must be dependable for remote work. There are alternatives to completely upgrading your service package (which isn’t always an option). Remote workers may talk to their families to arrange Wi-Fi access when a meeting occurs. If you work with others remotely, check if you can arrange meetings for when there are quiet times for internet use in your region. Finally, think about making audio-only calls. It’s more straightforward both on your online usage and your tired eyes.
4. Avoiding other productivity tasks
The sound of your keyboard is annoying, whether you’re a good worker and taking thorough notes or secretly conversing with your coworker. Because inbuilt microphones on most laptops are located within inches from keyboards, it distracts everybody else from the discussion. It makes it difficult for remote employees to give the meeting their entire attention. Invest in a good headset, or grab a paper and a pen to take notes during sessions. Most meeting apps have optional note-taking integrations to simplify this online meeting etiquette tip.
5. Paying attention to backgrounds and ambient noise
Nothing is worse than having a cluttered space in the backdrop while being on camera. An attractive, neutral location that is agreeable to the eye is ideal. If that is not possible, most online meeting applications provide the option to customize the background, add effects, and even have a bit of fun. Others at the event may get distracted if there are loud animals, families, or other background noise. Choose a pleasant, calm, distraction-free location in your home or office to make the most of your time. If there is an unavoidable interruption, consider introducing the pet or family member to colleagues (provided it is an internal meeting) to break the ice.
6. Dressing professionally
Being able to wear anything you want is one of the nicest things about working remotely. But there’s no excuse for seeming unprofessional or unprepared or exposing your pajamas to your coworkers. Put on a fresh shirt and comb your hair for a few minutes as part of the proper online meeting etiquette. The advantage of preparing yourself while working from home is that you’ll be in a more constructive state of mind. This also helps if an unexpected participant – e.g., a superior or a guest – joins the call.
7. Using the PC instead of mobile devices
Joining a meeting on your smartphone is far less reliable than using a PC. In reality, many conferencing solutions are created with PCs in mind. Additionally, it is usually preferable to have free hands so you may take notes if necessary. Attending online meetings from a mobile device may also suggest that remote workers are not really at their desks and are less productive than they claim.
8. Clarifying the roles and responsibilities
When sending out material for your meeting, assigning jobs and distributing some of the responsibility to others can help take some chores off your plate so you can focus on other things. Don’t forget to add the time slot, date, site, log in details, and additional information to help your guests have a smooth and pleasant experience. Missing data can be distracting later on.
9. Introducing everyone
This online meeting etiquette especially applies to meeting hosts. People might feel included in a meeting and connected when brought in with an introduction. A virtual icebreaker should be used in place of openings if there are more than 15 people. Please make sure everyone knows what to anticipate and that you appreciate their time. Your guests will understand that you are here to talk about the matter, yet you know their time – if you get this out of the way immediately.
10. Avoiding multitasking
It’s disrespectful to other guests if you multitask while attending the meeting — like eating, drinking, or having side chats. Even while working from various places, a remote worker has to offer each speaker their undivided attention.
