Virtual Meetings: What To Do and What to Avoid

The workplace of the 21st century is a far cry from workplaces of previous generations. Since the Pandemic, remote work has become normal, and many offices allow for a flexible workplace schedule. With this, however, also comes the potential for forming bad workplace habits. Considering this, then, let’s take a look at the etiquette that we must have when participating in a virtual meeting.

Be On Time

Like any meeting, it is a good idea to be on time. For some, that literally means being early (because if you’re on time you’re late). I tend to agree that being at least 5 minutes early constitutes being on time to a meeting. But I digress.

I recommend having the meeting link pulled up and ready to go and allotting yourself enough time to hop on the link before the meeting so you can resolve any technical issues on your end. Most platforms, such as Zoom and Webex, which are the most popular, have a background filter, too, which might be good to use if your real background is less than ideal.

Make Sure You’re Ready

Allotting time to ensure there are technical difficulties is important. It is also important to make sure that you are ready, too. That means having whatever you need for the meeting ready to go. That could be the meeting itinerary, your talking points, a slideshow or document, previous meeting notes, a notepad, questions, etc. Whatever it is, anticipate that you will need it. For nearly every Zoom meeting I have, I have a notebook or notepad by my side ready for me to prepare notes.

Also, make sure that you have sufficient lighting. You don’t need to set up a lighting rig to get the exact perfect lighting, since it’s not a photoshoot. But you do need enough light to make sure your face is visible. On a side note, if you are in the habit of wearing blue light glasses (as I am), keep in mind that they can be very reflective and will reflect your computer light. I tend to keep them off in meetings since I think the glare can be distracting, but this isn’t the biggest issue.

Cut the Mic

Sometimes, our surroundings aren't as quiet as we’d like. Whether there’s construction, a thunderstorm, motorcycles and sportscars, small children, our computer mics can pick up on many of the surrounding noises. That’s why, in order to keep from interrupting others, it’s a good idea to keep your mic off whenever you are not speaking.

man in blue and white plaid dress shirt using macbook pro — Photo by LinkedIn Sales Solutions / Unsplash

Dress Like You Want to Be There

Working from the comfort of our homes, it’s no surprise that many people dress so casually and comfortably. However, how we dress, regardless of how it affects our mood and temperament, communicates our situational presence in a meeting. My advice is to dress for a virtual meeting as if you were attending an in-person meeting: in appropriate office attire. Doing so will convey that you are engaged and want to be there and that you are a professional who takes the role seriously. Which leads me to my next point…

Keep Your Video On

It’s very tempting to turn off your video for a meeting, and while there may be a few exceptions I would highly discourage turning your camera off. Showing your face conveys that you are engaged, ready to participate and add input, and that you want to be there (even if you don’t). Unless you are ill, or unless you have a good reason for having your camera turned off, I would recommend keeping it on (even if you’re not supposed to be an active participant).

Know the Product’s Features

Finally, and it ties into what I said at the beginning, know the platform you’re using and its features. Yes, clicking a link and hopping on a meeting is simple. But what if you’re required to share a document in the group chat? What if you need to share your screen? Do you know how to perform these actions? It helps to know the tool ahead of time before hopping on a meeting, especially if you know ahead of time that you are expected to contribute to the discussion.

Preparedness and professionalism are important in every situation. That includes working remotely. Not only does maintaining a level of professionalism help you practically, it allows you to maintain consistency. Treating remote work like on-site work, virtual meetings like in-person meetings, helps you avoid falling into bad workplace habits – habits that might carry with you for those times you have to go into the office or for an interview. So, keep these tips in mind the next time you have to hop on a virtual call!