Video Conferencing Etiquette: What And What NOT To Do During Your Virtual Meeting At Work

Video Conferencing

Before the pandemic, video conferences at work are rarely held. In most cases, online meetings were only necessary when there are important announcements from the higher-ups who are overseas, or when there are instances when you need to work remotely. Today, video conferences are a norm since a majority of the workforce has shifted to virtual offices and work-from-home setups.

 Since nothing prepared us to immediately adapting to this virtual meeting technology, it’s not uncommon to make a few mistakes. Ever experienced getting the entire meeting interrupted by the background noises of dogs, crying babies, and household chatters? Have you ever encountered technical issues that caused you to talk over the other person in the meeting? Have you seen any of your colleagues show up in their pajamas during your video call?

Yup, we’ve all made mistakes at some point. While background noises, technical difficulties, communication barriers, and other distracting factors are inevitable, you can still do something to stop them from messing up your company video conference.

The next time you participate in a company video conference on Zoom, Skype, or Google Meet, take note of these etiquette rules for a clearer and more productive virtual meeting.

1. Don’t be late

There are moments for acting like a VIP, but now is definitely not the perfect time for that. Everything is more visible in a video conference so you can’t always sneak into a virtual meeting late. Or worse, be the reason why the meeting is delayed.

 Just because we’re in virtual offices doesn’t mean it’s okay to be late. If you’re going to be late due to a valid reason, let your host know beforehand. Don’t make everyone look for you. You should be ready at least five minutes before the meeting time

2. Keep yourself on mute when not speaking

Even if you think you’re being quiet, your microphone can pick up minor background noises, from loud barks, coughs, and baby cries to ambient sounds like the wind from your airconditioning unit. These sounds can easily distract other participants and potentially cause annoyance and listening barriers.

 It’s a common courtesy to mute yourself when you’re not speaking. Tap that microphone icon and make sure it has a slash, indicating it’s off.

3. Minimize visual and auditory distractions

Again, control the distracting noises. Put everything in silent mode. Turn off notifications. Alert your household about your meeting and ask them to stay quiet.

Aside from background noises, there are other ways you can bring in your home’s distractions into the party.

Since it’s more professional to turn on your cameras, keep your background neat. If possible, situate yourself in a home office or a room with a tidy background with no other people walking around or occupying the space. When in doubt, use a blank wall or try the background templates provided by the video conferencing software. 

4. Make eye contact

Gestures as simple as eye contact can help make the team feel engaged. When it’s your turn to speak, look at the camera lens of your device to make it seem like you’re making eye contact.

5. Keep your screen clean and safe

Imagine you’re sharing your screen with the team to present something. Little did you know that the adult site you browsed earlier is showing up in one of the tabs, or your desktop wallpaper is a photo of yourself, half-naked on a beach.

 Don’t put yourself into this nasty situation. Close your tabs and keep your screen clean.

6. Wear work-appropriate clothing.

It’s a no-brainer. Put yourself in work mode and maintain a professional posture and appearance, such as dressing the way you would as if you’re in a real meeting. While you can sometimes ditch the ultra-formal suit and tie, that doesn’t mean you’ll show up in your pajamas.  

 Don’t forget to wear a decent pair of pants. You’ll never know when you’re required to get out of the frame.

READ: How to manage money effectively

7. Frame the camera correctly.

Speaking of the framing, make sure you angle your camera correctly. If you’re using your phone, avoid holding it the entire time, as if you’re having a Facetime conversation with your best friend. They don’t need to watch your shaky footage of yourself and your nostrils.

 Use a tripod, if necessary, and frame your camera in a way that feels natural. Sit at eye level to the lens and position yourself, showing midsection up. It’s also recommended to have good lighting. 

8. Stay focused and present

Sorry to say this but your fellow attendees can notice whether or not you’re listening or doing something else, like scrolling through your phone or working on your laptop. Distracted behavior can affect everyone, especially if it causes your host or organizer to go back and repeat themselves.

 Mind your actions during the meeting and make sure you stay focused and engaged. Nod to show that you understand. Avoid doing something while the virtual meeting is ongoing, like eating, scrolling through your phone, and typing. Avoid sneaking out.

9. Be careful not to interrupt others when they’re speaking

Due to lags in video streaming and audio responsiveness, we often unknowingly interrupt others when they’re speaking. Avoid this by allowing 2-5 seconds of silence before responding.

READ: Sony Wireless Headphones

 10. Prepare and make sure your technology works correctly.

The organizer should make sure their video conferencing system works properly to avoid delays and inconveniences. If you’re the host and you’re meeting an important client, consider doing a few test runs with internal employees first to make sure everything runs smoothly on the day itself.

 11. Keep the meeting engaging

Raise your hand if you miss physical, face-to-face interactions during this abnormal time. Of course, we all do. With this, it’s much appreciated if virtual office setups and online meetings have a more human approach. If you’re the host, it’s okay to have brief small talks, asking how everyone’s doing before moving on to your meeting’s agenda.

 Keep the remote video conference participants engaged. Make your presentations concise and visually-appealing. Ask questions and suggestions. Project your voice too, and maintain eye contact.

12. But stick to the schedule

Make your agenda clear and don’t discuss anything unrelated. Follow the timetable set out in advance. Stay on track and avoid wasting time figuring out what else should be covered or injecting irrelevant items into the meeting. Be respectful of everyone’s time 


Leave a Reply

Your email address will not be published. Required fields are marked *

destiny 2 full guide

Destiny 2 guide for guardian classes In 2021 You Must Know

Just like other MMORPG games Destiny 2 also has classes at the beginning from which you will choose. It is divided into three categories that are Hunter, Titan, and Warlock. Each of the Destiny 2 classes has its own unique abilities and perks. Each of the classes is good in its own way all you […]

Read More
Recover locked Facebook Account

How to Recover a Locked Faecbook Account?

As we all know Facebook is the most popular social media platform among young people as well as our parents and their parents too. Due to this reason, Facebook can be a tough nut to crack when it comes to security breaches. Facebook has very tough security measures in terms of blocking users accounts whose […]

Read More
little girls belts

Which Type of Girls Belt Should You Consider Buying in 2021?

Gone are the days when only boys used to wear a belt as now, the fashion industry has reached its peak and offering a handsome range of belts not only for boys but also for girls. They are available in various sizes and shapes and dazzling and beautiful buckles to help you stand out from […]

Read More
Follow by Email