Virtual Meeting Etiquette, How to Behave in Online Meetings

May 9, 2021 by Soject

Everything has etiquette, from going to a friendly party to dating, courtship, marriage, job interviews, and working. Workplace etiquette is one of the most important ones that determine a person’s personality and culture. Meetings are especially important because people are confronted, and everything about their social relationship and standards is revealed. Although most sessions have changed from on-site to virtual in the past year, the etiquette of virtual meetings is just as important as its face-to-face type.

In this article, we discuss the Virtual Meeting Etiquette and related issues.

Attend the meeting on time

Attending a meeting on time is a sign of punctuality and respect for your co-workers. Would you like others to delay your online sessions or make you postpone the meeting because of their personal issues? Certainly, you don’t. So, Others feel the same way. Attending meetings on time is not only one of the etiquettes of participating in virtual meetings, but also:

Let others count on you.
Have a good feeling about you
Value what you say and want
Take the issues you raise in the meeting seriously.
And generally help your team experience a better and more efficient session.

Turn off the microphone when you are not speaking.

Your microphone should be off when you are not speaking. This helps prevent additional noises from being heard during the call, as well as unintentionally hearing your private conversations or the sounds of moving objects, closing doors, and the like.

I remember in one of the virtual sessions, one of the people used to turn on her microphone every few sessions. I do not know precisely why. Maybe it was a technical problem. But still, others didn’t feel good to hear her arguing with her children in the middle of the meeting. And the strange thing was that she did not take any action when she was warned to turn off the microphone. It was as if she was not present at the meeting and was busy with his personal work. This not only disturbed and made others feel angry but also harmed her position. It goes without saying that one of the other members finally had to turn off her speaker each time!

Listen to the chairman and other speakers.

Listening to what someone is saying is one of the responsibilities of all members and the essential etiquette in attending virtual meetings. Virtual meetings do not mean that you can turn off your speaker and go about your personal business. If you ask about my personal opinion, this is a betrayal. Don’t do what you don’t want others to do to you. That is, listen carefully to what they say. In addition to showing your personality and honesty, this will help you have a more effective meeting.

You do not have to convey all your points on the speaker. Just type them in and let other members know via the chatbox. Of course, this largely depends on the agreement you did before. But usually it is not polite to interrupt the chairman or the person in charge, although, where all the members are on the same job experience levels, it may not be a problem.

Raise your hand before speaking.

In face-to-face meetings, it is possible to raise your hands before speaking. It can be as easy as physical raising in small sessions, while in large sessions is usually through the video conferencing system. Many virtual meeting software also allows you to raise your hand virtually so that the host will enable you to speak at the right time. If the program does not have such a feature, you can use the chat box.

Wear appropriate clothing when turning on your webcam

Wearing appropriate clothing is one of the etiquettes of participating in video sessions. Just as you dress appropriately in on-site meetings, you should do the same in virtual conferences.

Another thing you need to pay attention to is the wearing of the lower part of the body. Most people are content to wear a jacket and tie, while if your camera changes position or you move, your pyjamas are the things that all will stare at.

Use the right background when turning on the webcam

What is behind you is actually a part of your personality and life. So choose what you picture on the screen carefully. Usually, a simple background such as a wall or table and chairs is good.

Fortunately, many applications these days offer virtual backgrounds that can solve the problem around you.

Look at the lense

When you open your webcam, do not look at your own image but the lense. If you are worried about your appearance, adjust it before the meeting to sit comfortably in front of the camera. Looking at your image is really so lame!

Check the technology before you start.

Is your mobile or laptop charged? Do not have a specific technical problem? Have you worked with the current software before?

These are some of the questions you need to ask yourself before each virtual session that help you with virtual meeting etiquette.

If you are new to using the software, be sure to practice the features ahead. You can call yourself via one of your other accounts or ask a friend and family member to have a practice call with you.

How to mute the microphone
turning the webcam off and on
How to share your screen and data
raising your hand
Information on the status of other participants

These are just some of the issues you should practice in advance.

Do not engage in multiple activities simultaneously.

Of course, this largely depends on the type of meeting you attend and your role in it. How engaged are you in the meeting? For example, are you the one who is supposed to talk the most, give a report, or manage the session? If so, you should not get busy with something else at the same time.

However, in meetings where you are less interacting, it may be okay to do some light personal work that does not interfere with your focus and interaction.

Fix your speaking voice

Speaking in a proper voice is another etiquette of virtual meetings. Speak in such a way that everyone can hear your voice clearly. Do not speak too loudly or slowly. Modify your environment before speaking to prevent the annoying excessive noises. In addition, if the meeting is early in the morning, wake up at least half an hour before and prepare yourself so that your voice is not sleepy.

Remember that your voice is usually your only representative in a virtual meeting. Your personality, request, and what you, in general, need to transfer are conveyed through your voice. So adjust it well.

If you are in charge, introduce everyone first.

After the usual greetings and introductions, try to introduce all the members one by one and greet them. This will make your meeting more formal. In addition, everyone gets concentrated to start the discussion. Try to ask each member to say at least a few sentences. You can postpone this until the middle or end of the session. Also, ask people to open their webcam if possible.

Minimize distractions

Identify anything that may be distracting before the meeting and take action to eliminate it. The most crucial distraction is usually done through a smartphone—incoming notifications and calls. So try to turn off your notifications and block incoming calls before the session starts.

Distractions related to the environment are also important. Indeed, the etiquette of a virtual meeting does not allow you to let the voice around you, including family talking, laughing or arguing, transfer through your speaker. Make sure everyone in the house is informed about your virtual meeting.

Also, lock the door so that pets do not disturb you. The same is true for young children. Try to provide appropriate entertainment for your kids before the meeting begins, or ask someone else to help take care of them at that time.

Do not leave the meeting without an announcement.

Although internet issues are common, try not to leave the meeting without an announcement. You may miss the meeting due to a technical defect, but coordination is required to leave the meeting permanently.

If you have an urgent personal issue or technical problems, announce it through the chat box or let the host know before leaving. You do not usually need to do this through the microphone, as it may disrupt the session.

You can get help from SOJECT to improve your virtual meetings.

SOJECT is a software company whose main field of activity is the production of video conferencing software. We make customized and unique video calling software for our customers. We help you add the features you need in the software to get the most out of your video calls.

Do you need high-security video calling software?
Need unique features?
Does your business field require the exchange of confidential information?

What you need is available at SOJECT. Our experts consult you and deliver what you want in the shortest time and at the lowest price based on your demands.