In these modern times, professional settings primarily host meetings online, as opposed to meeting in-office, unless otherwise indicated in the invitation. This new standard requires a virtual code of conduct to ensure active participation and meaningful conversations. Regardless of the team's level of comfort during regular sprint review meetings, adhering to virtual meeting etiquette is crucial to enhancing productivity, making a good impression, and fostering professional relationships. Join us as we explore the fundamental principles of modern meeting manners.
Tips for Virtual Meeting Etiquette
1. Ask for an Agenda in Advance
Attending a meeting without proper preparation and a clear understanding of it can leave you ill-equipped to handle unexpected questions or topics. Additionally, meetings tend to run longer or deviate from their intended course without a well-defined plan. Therefore, whenever you're invited to attend a meeting, it's advisable to request the host for an agenda and any necessary pre-reading or tasks to be completed beforehand. Your preparedness will be valued by the host, and you'll feel more self-assured during the discussion.
2. Look Professional
Working from home offers the freedom to wear anything to work, which is often considered an advantage. However, it is important to maintain professionalism by avoiding the display of pajamas to coworkers, unless your company explicitly allows it. Take a moment to dress in clean and presentable attire, ensuring you brush your teeth and groom your hair. Aim to appear professional from the waist up and remember that appearing neat on the screen is what matters, even if you choose to wear shorts.
3. Eliminate Distractions During Meetings
It is very unprofessional when you interrupt the conversation because of some unimportant matters or someone is making a lot of noise in the background. Try to find a secluded and quiet place, and turn off notifications on your smartphone. Also, avoid non-urgent calls. But how to do that?
You can use the app that records phone calls to stay connected without getting distracted. Think about whether you can record a call on iPhone so you can deal with it later. If yes, use Call Recorder for iPhone for this task. If you make a recorded phone call, you can return to it at any time and understand what the interlocutor needs. Moreover, you receive detailed information, which minimizes the risk of misunderstanding.
4. Join the Meeting Early
Arrive at the virtual meeting ahead of schedule to ensure your microphone and camera function properly and that everyone can see you. Early joining allows for socializing with colleagues and the opportunity to share ideas and solutions. We suggest joining the call about five minutes before the meeting to allow time for small talk, software updates, or any troubleshooting needed.
5. Notify Others Before Leaving
Leaving a meeting without prior notice leaves others in doubt about the situation, potentially causing disruptions as they wait for your return, regardless of whether you intend to come back. Show courtesy by informing others when you need to leave the meeting early. If you anticipate your early departure, make sure to notify your team in advance about the specific time you'll be leaving.
6. Listen and Speak at the Right Time
Active listening not only grants every individual an opportunity to speak but also demonstrates genuine interest in their thoughts. Both the meeting host and participants should strike a balance between speaking, listening, and asking questions to comprehend rather than criticize. Adopting such an approach not only enhances everyone's experience but also fosters open-mindedness and effective communication.
To incorporate virtual meeting etiquette into your discussion style, consider the following suggestions:
- Speak confidently, but aim for conciseness.
- Avoid unnecessary repetition or excessively emphasizing your points.
- Unless instructed otherwise or when speaking, keep your microphone on mute.
- Reserve questions for the end of the discussion unless specifically requested by the host.
One common issue encountered during virtual meetings is the frustrating audio lag. Despite having a strong Wi-Fi connection, disruptions are bound to occur. To prevent speaking over others or disrupting the conversation, leverage platform features such as the raised hand option or indicate your intention to speak through the chat function.
7. Record Meeting Notes
Participants can refer to meeting notes to stay updated on critical issues discussed during the meeting. In case of missed or forgotten information, the notes serve as a quick resource. Moreover, attendees who were unable to join the meeting can rely on the recorded session to catch up on any important details.
Worried about the complexity? Don't be! With the Notta meeting assistant, you can effortlessly record your video conferences (Zoom, Google Meet, or Microsoft Teams) and take comprehensive notes without the need for additional tools. Once done, you can organize and share the notes with all stakeholders.
2. Conclusion
Connecting with others is critical, particularly for those working remotely or who haven't met their coworkers. While in-person meetings are irreplaceable, well-executed and professional virtual meetings come close. Follow today's Zoom or other online meeting etiquette to maintain professionalism and enhance meeting effectiveness. Instead of taking notes during the meeting, consider recording and transcribing the audio to fully dedicate your attention to the discussion.