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Have you been spending hours on Zoom? Google Meet? Webex?
How long does it take before you start reading emails, scrolling on your phone, or mentally checking out?
How often do you ask someone, "Can you repeat the question?"
By following basic etiquette for virtual meetings, you and your coworkers will:
Save time
Be more productive
Complete meetings on time
Stay focused during meetings
1. Check Your Tech.
The reason for virtual meetings is to see and hear each other clearly, so make sure your tech doesn't lead to frustrations!
Make sure that your camera, speakers, and microphone are working before the meeting starts.
This may include headphones, ear pods, external microphones, or webcams.
Check that your internet connection is working and stable.
Test any other feature that may be needed in the meeting:
Screen sharing
Presentation software
Polls, breakout rooms, etc.
Consider any other tools needed during the meeting: pens, notebook, drink, and having your meeting notes open and ready to go.
Photo by Headway on UnsplashQuiz
I have a meeting at 9am. It's 8:50 and my camera isn't working. What should I do?
It's important to make sure your tech works BEFORE the meeting. It's tempting to leave your camera off, but it might be disrespectful to other participants. If you're still having video troubles after the meeting starts, make sure the other participants know about it.
2. Mute Your Microphone
Before the meeting starts, make sure that your microphone is muted.
This will avoid any unwanted sounds interrupting the flow of the meeting.
Unmute only when it's your turn to speak.
Quiz
You're not speaking during a zoom presentation. Should you be muted?
You can't predict dogs barking or a fire alarm going off. Muting your mic will guarantee that you don't disrupt the meeting with distracting sounds.
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3. Be Aware Of The Agenda Or Meeting Goals
Know the agenda before the meeting.
If one isn't shared, ask what topics will be covered so you can prepare in advance.
Ask yourself: How can I contribute to the meeting topics?
Quiz
The meeting ran overtime and still didn't cover all of the material that I wanted because people kept interrupting me with questions. What could I do next time?
Set a clear agenda with dedicated time for questions, and communicate this at the beginning of the meeting. This will help keep the meeting focused.
4. Stop Multitasking And Consider Taking Notes
Focus on the meeting!
Only when you're focused can participate in the discussion with your best suggestions, ideas, and questions.
Ask yourself: What are your main distractions in meetings?
Consider muting chat tools
Use full-screen view on the virtual meeting platform to prevent browsing other sites
Taking personal notes is an easy way to remember what's covered and tune out other distractions, and it might be a helpful reference for later.
Quiz
I missed some of the key points of the meeting because I was distracted. Now I'm lost. What should I do?
Focus on the content of the meeting. Take notes so you can remember key points, and ask someone later to fill you in on any details you missed.
5. Choose A Simple Background
Make sure that your background is not distracting. You want participants to focus on you and your message, not your background.
Photo by Shivam Gandhi on UnsplashQuiz
I can't decide on my background. What should I chose?
A simple, professional background will minimize distractions, allowing participants to focus on your message and take the meeting seriously. Avoid anything that looks too silly or has animated features.
Take Action
The next time you're in a virtual meeting, remember the keys to making your meeting as effective as possible:
This Byte has been authored by
Kassie Dwarika
Director of Content Programs | Debate Coach
chris algier
Qualified, experienced instructor