The concept of virtual meetings is fairly simple. You host a meeting that would otherwise be held physically via an online platform, most probably Teams.
One may assume that the etiquette that applies to in-person meetings would also apply to virtual meetings. This would not be completely incorrect. All of the basic rules of etiquette do still apply. For example, don’t interrupt others, don’t dominate the conversation, etc. However, there are a number of further expectations that have developed.
Below we will explore 8 additional rules of etiquette that are specific to our new world of online meetings.
1. Check your camera before the call
Presentation is an important part of online calls. Engaging with a colleague is difficult when they appear to be sitting in a room so dark that their face has become a silhouette, or so bright that their figure is outlined by a beam of sunlight. You wouldn’t go into an office without checking how well you were dressed. Similarly, you shouldn’t start a virtual call without checking your camera and how well you are presented. Your background is something that is also broadcast during virtual calls, and so this now counts as part of your presentation. Open your camera on your computer before joining the call to check how you appear.
2. The two-minute rule
An expectation that appears to have developed over the last 12 months is that calls should be started two minutes before the designed start time. In other words, if you have set a meeting time for 11:00am, start the call at 10:58. Doing this reminds the attendees that the call is about to start, providing them a two-minute window to finish off unrelated activities. It also shows them that you are a well organised host, setting the standard for the meeting.
3. Maintain eye contact
Making eye contact in a virtual meeting is just as important as when you engage with people face-to-face. When there are multiple people on a call, the interface can become quite crowded. There are lots of moving faces in addition to your own in the corner of the screen. In such an environment, it can be hard to know where to look. Other people’s movements can distract you from focusing on the person speaking.
Remember that everyone has your face on their screen, and so it is easy for them to see when you are not paying attention, or when your eyes are diverted to the bottom corner of the screen because you are looking at yourself rather than at the speaker. Make a conscious effort to control your gaze during meetings. If it helps, place a Post-it Note over the areas of the screen you find distracting, or place it in the spot where you need to focus.
4. Eye-level interaction
Since most people place their laptop on the desk in front of them, they tend to find themselves looking down at the person on the screen. This may not happen if you are using a standing desk, but will be even more pronounced if your laptop camera is situated at the bottom of your laptop screen. This feels unnatural for both the person looking down into their screen and the other people being looked down upon. Since normal interaction happens face to face, i.e. more on eye level, make an effort to raise your laptop up so that you are looking directly at the people you are speaking to.
5. Speak slowly and clearly
Remember that whilst you may have a clear and crisp internet connection, this doesn’t mean others have the same. Slow your pace and pronounce your words clearly.
6. Don’t rely on body language to make your point
In-person interaction allows you to communicate via the additional medium of body language. For example, using your hands to demonstrate the size or importance of an issue. Virtual meetings typically don’t allow room for much body language meaning you need to pay careful attention to your words. Although it is possible to use hand gestures during a video call, some may find them distracting and moreover others may find them difficult to interpret due to a lag caused by a low bandwidth connection.
7. Avoid multi-tasking
Multi-tasking is no less visible during virtual meetings than it is during an in-person meeting, and so should be avoided. Some people think that because their face is the only thing that is shown on camera, other people on the call will not notice if they multi-task. What these people don’t seem to realise is that your face reflects what you are doing. If you check your phone, your face and eyes will slant downwards. If you check your emails, not only will your eyes flick from left to right as you read the message, but your email interface will often be brighter than the colours on the screen of the video call leading to a very visible face-colouring.
8. Prepare to share your screen
If you know or suspect that you may need to share your screen in a video call, ensure there are no other documents or tabs open on your laptop or desktop that you wouldn’t want others to see. Close confidential client documents and close any chats so as to safeguard that information. Not doing so looks unprofessional and careless. Either you knew you would have to share your screen and failed to plan ahead, or didn’t care about keeping your private conversations confidential.
Final thoughts
Being a professional means reliably meeting expectations, and this includes the new rules of etiquette that apply to virtual meetings. Although remote work and virtual meetings are relatively new features of professional life, they appear to be here to stay. As such, it is necessary to understand the new environment, and how to perform successfully.
Check your camera, close any applications that won’t be needed, login 2 minutes before the call, maintain eye contact on eye level, speak slowly and clearly, and remain focused throughout.
You got this!
Sukhi R. is a graduate from Warwick Law School currently studying an MSc in Business with Consulting at Warwick Business School. She has a keen interest in the business psychology of consulting and plans to enter the industry in the near future.
Image: Pexels
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