The Etiquette of Virtual Meetings
We’re living in a new reality where “business as usual” means gathering remotely in virtual meetings.
We’re living in a new reality where “business as usual” means gathering remotely in virtual meetings. Companies, large and small, need to maintain clear, concise communication with employees regardless of physical location. As long as “shelter-in-place”, or as we Southerners say “hunker-down" rules continue, business professionals have to adjust to what has become known as the “new abnormal”. Although physical offices will likely always exist, the future of work is flexible and that means being equipped to manage employee interaction with a dispersed workforce. Now, more than ever, is the time to be communicating with your employees frequently, ensuring they are safe, secure, and productive amidst the chaos. It means an explosion of virtual meetings.
What has become of all those meetings we used to attend? They still exist, but we no longer have to leave home or the office to be present. Meetings are coming to us. They are invading our homes and what we have up till now taken for granted was our safe space. Physical communication has become virtual communication. Whether companies are using Zoom, GoToMeeting, WebEx or some other platform, these new technologies are the norm. As always, we get the technology first along with its accompanying tutorials and instructions for how to use it before we learn the etiquette rules that apply.
What is the etiquette for virtual meetings?
How are we supposed to behave in this new environment? There is an upside and a downside to our ability to hold meetings with anybody, anytime, anyplace. The positive aspect is that we no longer have to factor in travel time to get to meetings. Wherever you are, you are there. The negative aspect is wherever you are, you are there. No escaping, no excuses. Here a few issues that you need to consider when preparing for or attending a virtual meeting.
Be aware of your surroundings
Your home office could be anywhere in your home since you may not have had a dedicated office space before this pandemic. If you are set up in your bedroom, make up your bed and pick up your clothes before you get online. As your mother would say, “Clean up your room.” The same applies if you have an office space all to yourself in the house. Keep it neat at least as far as what your webcam allows others can see.
Dress appropriately
Having the freedom to dress more comfortably at home does not mean showing up in your pj’s. You are at work; you just happen to be at home. You need to present a professional appearance. And that means head to toe in case you need to move around during the session.
Establish rules for your household while you are attending a virtual meeting
If you have the luxury to close off your office, that’s all the better. However, not everyone does. Maintain as much control as you can over your environment. That includes family, friends and pets. Consider posting a notice on your door that says "Do not disturb. Meeting in progress." Okay, the dog probably can't read.
Mute your microphone when you are not speaking.
Unless you live alone, your house may be noisy. Try not to allow your noises to be a distraction to others in the meeting.
Be aware that you are always "on" during these virtual sessions.
Think “Candid Camera” if you can recall that old TV show. People can see your every move and facial expression. Some of those online may be paying more attention to your body language than you think.
As a friend of mine pointed out recently, we may be in danger of being “Zoomed-out”. Could it be time to rethink how much added pressure we are putting on ourselves and others with our virtual meetings?
Contact Lydia to schedule a virtual training session. All of her presentations are available as live or recorded webinars. Learn how she can help you and your employees add the polish that builds profits through tough times. Contact her at 912-604-0080 or visit her website: LydiaRamsey.com
- Lydia Ramsey
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Please add to this:
1) Do not eat during a Zoom meeting, particularly when you lean into the screen. No one, and I mean NO ONE, wants to watch you chew your food.
2) Do not move around excessively during the meeting. It is distracting.
3) Turn off your camera if you must get up from your seat (carrying your phone or laptop with you), blow (or pick) your nose, yawn, or otherwise make distracting movements.
These are some of my pet peeves, Lydia, in case you couldn't tell.
These are terrific reminders, Lydia. As a bank board chair who had to navigate many meetings during COVID, I find virtual meetings lacking in quality, primarily because it’s harder to read body language and many participants are less likely to speak up in a virtual meeting. But’s virtual meetings are not going away, so we do need to focus on how to make them as productive as possible.