In this day and age, it’s common for people to work remotely. However, that doesn’t mean they don’t want some interaction with their coworkers.
In fact, many employees feel more connected to the company when they engage in virtual meetings. Virtual meetings are also often cheaper than in-person meetings because there is no need for travel expenses or office space rental fees.
Why Are Virtual Meetings Essential?
There are many reasons why virtual meetings have become popular, but the most important reason is that they save time and money. With gas prices rising and traffic jams becoming more common, it’s no wonder that people are looking for ways to avoid wasting time on the road. Virtual meetings also allow people to attend from anywhere in the world, which is a huge advantage for companies with employees in different countries.
What Are The Disadvantages Of Virtual Meetings?
While there are many advantages to virtual meetings, there are also some disadvantages. One of the biggest disadvantages is that it can be difficult to read body language over video conferencing software. This can make it challenging to build rapport and trust with team members. Additionally, people can be easily distracted at home, which can make it difficult to pay attention to the meeting.
Virtual Meeting Etiquette Guide
Virtual meeting etiquette has changed through time as technology evolves and we learn what works best so that everyone feels included and valued during these sessions.
Here are 15 virtual meeting etiquette guidelines for 2024:
1. Get to know the tech: Before your meeting, make sure you are familiar with the software or app that will be used to host the meeting. This way, you can avoid any technical difficulties during the call and won’t have to waste time troubleshooting.
2. Do a soundcheck: Test your audio before the meeting starts by calling into the conference line early or checking to see if your microphone and speakers are working properly. You don’t want there to be any awkward silence during important parts of the discussion!
3. Check your video: Run a webcam test to ensure that your video is coming through clearly and that you look presentable on screen. This is especially important if you will be presenting to the group or leading a discussion.
4. Be on time: Just like with in-person meetings, it’s important to be punctual for virtual ones. If possible, log into the meeting a few minutes early so that you can test your audio and video again and make sure everything is working properly.
5. Mute your microphone when you’re not speaking: This will help reduce background noise and make it easier for others to hear the person who is speaking.
6. Use the chat function: The chat feature can be helpful for asking questions or sharing information with the group. This can also avoid disruptions if people are trying to have a side conversation.
7. Pay attention: Just like you would in an in-person meeting, it’s important to pay attention and participate in the discussion. This includes refraining from side conversations or doing other work while the meeting is going on.
8. Dress appropriately: Although you might be tempted to attend a meeting in your pajamas, it’s important to dress as if you were going into the office. Doing so will help you feel more professional and put you in the right mindset for productive discussion.
9. Find a quiet spot: Choose a location for your virtual meeting that is free from distractions and background noise. If possible, close the door to your room so that others in your home won’t be able to interrupt.
10. Avoid multitasking: Just like you should avoid side conversations in an in-person meeting, it’s important to focus on the discussion at hand and not try to do other work simultaneously. This can be difficult when working from home, but it’s important to give the meeting your full attention, but don't forget to take down important notes!
11. Be respectful: This goes for both virtual and in-person meetings. Remember to use proper manners and respect everyone’s time by staying on topic and not going off on tangents.
12 . Make sure everyone has a chance to speak: In larger meetings, it can be easy for some people to dominate the discussion. To avoid this, make sure that everyone has a chance to speak by going around the room and giving each person a chance to share their thoughts.
13. Take advantage of virtual meeting tools: There are a number of different tools that can make virtual meetings more productive, such as screen sharing and video conferencing. If you’re not familiar with these tools, take some time to learn about them so that you can use them during your next meeting.
14. Be prepared: Just like with any other meeting, it’s important to come prepared with an agenda and any materials that you might need. This will help keep the meeting on track and make sure that everyone is on the same page.
15. Follow up after the meeting: Once the meeting is over, be sure to send a follow-up email with any action items or next steps. This will help ensure that everyone is on the same page and knows what needs to be done.
Related read: Best Note Taking Apps for Boosting Productivity
Get The Most From Your Online Meetings
Attending virtual meetings is a bit different than attending in-person ones, but following these simple etiquette guidelines will help ensure that your virtual meetings are productive and run smoothly.
By being prepared and taking advantage of virtual meeting tools, you can make sure that everyone has a chance to participate and that important topics are covered.
What are your thoughts on virtual meeting etiquette? Do you have any tips to add?