A Virtual Meeting Etiquette Refresher for 2022

Before 2020, the idea of a company-wide online meeting, with every attendee calling in from a different location, was a completely new concept for many of us. By now though, we’re all intimately familiar with our preferred online meeting platforms, and hosting or attending a virtual meeting has become mainstream.

The good news is, we’ve grown more comfortable with meeting in the online space. The bad news is, comfort can lead to complacency, and we can forget our manners if we’re not careful!

Here’s a quick refresher on the do’s and don’ts of virtual meeting etiquette.

TEN TIPS FOR A PROFESSIONAL ONLINE MEETING

1. Know your platform. Make sure you’re familiar with the meeting platform and the basic controls you will need to use. This will ensure a smooth meeting process with minimal interruptions.

2. Test your equipment. Check that your meeting app, microphone, headphones and camera are all working. This will prevent delays and distractions.

3. Consider your environment. Not everyone has access to a home office, but it’s still important to choose an appropriate environment for your meeting. Ideally, you should choose a tidy and well-lit space where you can be alone. Some platforms also offer virtual backgrounds, which you can use to make your environment look more presentable.

4. Practise good grooming. We’ve all let the dress code slide since we started working from home, and that’s perfectly fine. But of course, it’s unprofessional to show up to an online meeting looking like you just rolled out of bed. Make sure your clothing and appearance are clean and neat, even if you’re dressing more casually than you would in the office.

5. Join a few minutes early. Joining at the last minute will leave you feeling rushed and unprepared. Log into the meeting five minutes ahead of time, so you can start the conversation with a calm mind and clear head. An early start also gives you a chance to sort out any unexpected technical issues if needed, so you don’t keep your colleagues waiting unnecessarily.

6. Switch your camera on. It’s better to start off a virtual meeting with your webcam switched on, even if you switch it off after the initial greeting. It helps to establish a human connection with other attendees; seeing each other’s faces feels much friendlier than seeing a group of blank screens.

7. Mind the mute button. It’s best to mute yourself during a meeting, unless you are talking. This prevents unnecessary background noise and disruptions. However, stay attentive and remember to un-mute yourself before you start speaking – otherwise you’ll have to repeat yourself and disrupt the flow of the conversation.

8. Pay attention. It can be tempting to try and multi-task during a virtual meeting – checking messages, drafting an email or even looking at your phone. Not only is this considered rude, it can cause you to miss out on important information. Stay focused on the conversation at hand, and take notes if needed. If you’re on camera, make “eye contact” with the person speaking, or with those you’re speaking to.

9. Watch your “table manners”. It’s completely acceptable to attend a virtual meeting with a glass of water or a cup of coffee – much like you would have at an in-person meeting. However, chewing and eating cross the line, as they can be distracting and noisy. It should go without saying, but smoking at a virtual meeting is also a big no.

10. Avoid interrupting others. Managing interruptions in a virtual meeting is more challenging than when you’re having a face-to-face conversation. This can be especially difficult if some attendees have slower Internet connections than others. Listen carefully and wait for your turn to speak.

Follow these ground rules to keep things professional and enjoyable for yourself and your teammates.

If you’re struggling with “Zoom fatigue” – feelings of stress, tiredness or burnout caused by the overuse of virtual meetings – we suggest re-reading our Online Meeting Survival Guide. This article offers useful tips on how to cope with this new way of everyday communication.

References

1. 8 Zoom etiquette rules everyone should follow. 2021. https://www.entrepreneur.com/article/383772
2. The Digital Workplace. Online meeting etiquette for attendees – A 2022 update. 2022. https://thedigitalworkplace.com/articles/online-meeting-etiquette-for-attendees/
3. Rigorous Themes. 12 Best Zoom meeting etiquettes, rules, guidelines, & tips 2022. 2022. https://rigorousthemes.com/blog/best-zoom-meeting-etiquette-rules-guidelines-tips/
4. ai. Virtual meeting etiquette guide for professionals. 2022. https://otter.ai/blog/virtual-meeting-etiquette-guide