Virtual Meeting Etiquette All Employees Should Know About
In a world without virtual meetings, we would be forced to rely on in-person meetings to get work done.
This would be highly inefficient, as not everyone would be able to meet in person all the time.
Virtual meetings allow us to connect with people from anywhere in the world, which makes them much more convenient.
Without virtual meetings, we would miss many great opportunities to collaborate and get work done.
Video conferring has led to a cut down in business travel by 47% of companies.
This shows how crucial virtual meetings are. Equally important are virtual meeting etiquettes.
Are you wondering which virtual meeting etiquette would help elevate the standard of your upcoming meetings? Look no more.
In this article, you will learn all you need to know about virtual meeting etiquette and more.
What Are Virtual Meetings?
A virtual meeting is a meeting that takes place online, using video conferencing or audio conferencing technology.
Virtual meetings are becoming increasingly popular as more and more businesses adopt remote working practices.
Things To Consider When Planning A Virtual Meeting
There are a few things to consider when planning a virtual meeting.
- Firstly, you need to choose the right platform for your needs.
- There are many different software options available, so it’s important to do some research to find the one that best suits your requirements.
- Secondly, you need to make sure all participants have the necessary equipment and know how to use the software.
- Finally, it’s important to plan and structure your meeting carefully, just as you would for any other type of meeting.
Virtual meetings can be an extremely effective way of communicating with colleagues, clients or customers.
By taking advantage of the latest technology, you can make sure your business is running as efficiently and effectively as possible.
Benefits Of Virtual Meeting Norms
The pandemic has forced businesses and organizations to adopt new ways of operating, including the use of virtual meetings.
While some may view this as a negative change, there are actually several benefits of virtual meeting norms.
1. More Convenient
For one, virtual meetings are more convenient for everyone involved.
Attendees no longer have to travel to a central location in order to participate.
This saves time and money and is more environmentally friendly since there is no need for attendees to commute.
2. Larger Audience
Another benefit of virtual meeting norms is that they allow for a larger audience. With a physical meeting, only those who can be in the same room can attend.
But with a virtual meeting, anyone with an internet connection can join in from anywhere in the world. This makes it easier to get input from a wider range of people.
3. Shorter Duration
Virtual meetings also tend to be shorter than traditional meetings since there are fewer distractions and people are less likely to wander off-topic.
And because they are often recorded, people can refer back to them later if they need to review something that was said.
Overall, virtual meetings have many advantages over traditional meetings.
They are more convenient, allow for a larger audience, and tend to be shorter and more focused.
In the post-pandemic world, we expect that more and more businesses will continue to hold virtual meetings on a regular basis.
Top Virtual Meeting Etiquette Everyone Should Know
Here are the top virtual meeting etiquettes one must know and follow.
1. Dress Well
When you attend a virtual meeting, it is important to remember that although you are not physically present in the same room as the other attendees, you are still representing yourself and your company.
Just as you would dress professionally for an in-person meeting, you should also take care to dress professionally for a virtual meeting in accordance with the virtual meeting guidelines.
Wearing professional attire conveys respect for yourself and for the other attendees, and it sets the tone for a productive and business-like meeting.
Of course, if the meeting is taking place outside of normal business hours or if it is with colleagues who you are comfortable with, you may dress more casually.
But in general, it is always best to err on the side of being too dressed up rather than too casual.
So what does professional attire mean in a virtual setting?
For women, this could mean wearing a blazer or cardigan over a collared shirt or blouse. For men, this could mean wearing a button-down shirt or sweater.
No matter what you wear, make sure that your clothing is clean and wrinkle-free and goes with your company’s virtual meeting guidelines.
You want to project an image of being polished and put together.
2. Wait Your Turn To Speak
We've all been there before. You're in a virtual meeting and somebody else is droning on and on, and you can't wait to jump in with your two cents.
But good virtual meeting etiquette dictates that you wait your turn to speak.
Interrupting others during a meeting is rude, whether it's a physical or virtual one.
It shows that you're not paying attention to the person who is speaking, and it can throw off the whole flow of the discussion.
If you have something to say, jot it down and wait until the person finishes talking before chiming in.
Of course, there are always exceptions to the rule.
If somebody goes off on a tangent or starts repeating themselves, feel free to pipe up and politely guide the conversation back on track.
And if someone asks for input from the group, by all means, chime in! But in general, it's best to let others have their say without interruption.
3. Be Aware Of Your Body Language
When you're in a virtual meeting, it's important to be aware of your body language.
Just as in an in-person meeting, your body language can convey a lot of information to the people you're meeting with.
Here are some tips for using body language effectively in a virtual meeting:
- Sit up straight and maintain a good posture. This will help you project confidence and authority.
- Make eye contact with the camera, not the screen. This will help the people you're meeting with feel like you're looking directly at them.
- Use gestures sparingly. Too much gesturing can be distracting, so use it sparingly to emphasize key points.
- Smile! A genuine smile can go a long way toward making a good impression in a virtual meeting.
4. Keep Your Mic Off Unless You’re Talking
As we all adjust to the "new normal" of working from home, it's important to keep in mind some basic etiquette for virtual meetings.
One of the most important virtual meeting rules includes to remember is to keep your microphone muted unless you are speaking.
This ensures that any background noise or distractions are kept to a minimum and that everyone in the meeting can hear the person who is talking.
It's also polite to wait until you are called on before unmuting your microphone - this helps to keep the meeting flowing smoothly.
Of course, there will be times when someone needs to step away from their computer for a moment or two.
In these cases, it's helpful to let others know by briefly muting your microphone before stepping away.
This way, people in the meeting won't be distracted by any background noise and they'll know when you're back and ready to participate again.
Following these simple virtual meeting rules can help make virtual meetings more productive and enjoyable for everyone involved!
5. Keep Track Of Time
It's important to keep track of time when you're in a virtual meeting. Not only is it polite to respect the other person's time, but it can also help keep the meeting on track.
There are a few different ways to do this.
- First, you can use a timer or alarm on your phone or computer.
- This way, you can be sure to stay on track and not go over the allotted time for the meeting.
- Second, you can keep an eye on the clock yourself and make a mental note of when the meeting is supposed to end.
- This can be tricky if you get caught up in the conversation, but it's important to try to stay focused.
- Finally, you can ask someone else in the meeting to keep track of time for you. This is especially helpful if you know you tend to lose track of time easily.
- Just make sure to choose someone who is reliable and won't mind keeping an eye on the clock for everyone!
Host Your Virtual Meeting With Oreed
Are you looking for a platform to host your upcoming virtual meeting? Oreed is surely one of the best options available out there.
You can now host your virtual meetings with Oreed’s all-in-one event management platform that brings together all the event management capabilities on one platform.
1. Registration Made Easy
You no longer have to worry about losing customers who are not willing to put in extra effort to sign up.
Oreed not only makes registration more convenient but also enables attendees to make payments digitally.
2. Managing Attendance
You can manage your meeting attendance with Oreed.
We will also facilitate higher engagement and attendance for your future events by providing you with a better understanding of your attendees by getting the data on how many activities the user has attended in the last month, quarter, or year.
3. Providing Certificates
Organizations often host meetings where attendees can learn more about a certain topic or network with others in their field.
At the end of these meetings, it is common for organizations to provide certificates of attendance to individuals who participated.
Oreed makes it easy to provide certifications and accreditations to the attendees as with us you will have a system in place to do so.
Promote lifelong learning through Oreed by experiencing the most powerful all-in-one training and development intelligent platform that streamlines all your organization's learning, training, and development activities in one place.
Book a demo with Oreed today to learn more about what we have to offer.
Final Thoughts
Now that we've gone over some virtual meeting etiquette, let's take a moment to summarize and offer some final thoughts.
- First and foremost, remember to be respectful of everyone's time. This means being punctual and keeping meetings as concise as possible.
- Secondly, be mindful of your virtual body language. Just because you're not in the same room doesn't mean you can't still pick up on cues and signals from others.
- Finally, make sure you're prepared before the meeting starts by having all the necessary materials and documents ready to go.
By following these simple tips, you can ensure that your virtual meetings are productive, efficient, and polite.
FAQs
1. What is the first rule of digital etiquette?
The first rule of digital etiquette is to be respectful.
This means being considerate of other people’s time, attention, and privacy. It also means not being intrusive or excessively noisy.
When you are interacting with others online, it is important to remember that there is a real person on the other end of the conversation.
2. What are 3 tips for online etiquette?
When communicating online, it is important to be aware of and maintain good etiquette. Here are three tips for doing so:
- Be respectful. This means using language that is not offensive or inflammatory and refraining from personal attacks. When disagreeing with someone, do so politely and calmly.
- Be considerate. This includes not monopolizing conversations, being patient when others are typing or taking time to respond, and avoiding excessive use of emoticons or other “filler” words/phrases.
- Be aware of your audience. This means thinking about who will be reading your message and tailoring your language and tone accordingly.