When the first wave of COVID-19 lockdowns hit the world in 2020 and many employees made the transition to working from home, a vast majority of workers breathed a sigh of relief: “No more unnecessary meetings that could’ve been an email.”
But then, with the help of the likes of Skype and Zoom, those meetings turned virtual. You no longer had to be in the same room as your coworkers to attend work meetings.
Slowly, people adjusted to this “new normal” and found that virtual meetings were perhaps better and even more productive than in-person ones.
But there’s one thing that many people have yet to fully grasp: virtual meeting etiquette.
In this guide, we’ll explore this in detail, including the tips and rules to follow, and the dos and don’ts of online meetings (whether you’re the host or on the list of attendees).
Let’s dig right in!
What is virtual meeting etiquette?
Virtual meeting etiquette refers to the specific set of rules and guidelines that you should follow when hosting or attending an online meeting. These rules are varied, but they all serve a singular purpose: to demonstrate professionalism, courtesy and, importantly, respect for everyone else participating in the meeting.
Tips for hosting a virtual meeting
If you’re the one organizing the virtual meeting, keep these best practices in mind:
1. Create an agenda
Every virtual meeting (and in-person one, for that matter) should have a clear objective, a purpose. And creating an agenda is essential for this, which should outline the main topics to be discussed, a structured timeline and even any supporting documents needed for the discussion.
Indeed, an agenda will help keep the meeting from deviating into other topics (especially when they’re unrelated to work) and from going over the allocated time schedule.
Be sure to share the agenda with everyone in advance!
2. Set ground rules
Along with your agenda, it’s a good idea to set some ground rules that will guide the conversation and ensure everyone understands — and follows — proper virtual meeting etiquette.
This can include things like keeping the camera one, muting the microphone when not speaking and avoiding speaking over other participants. Make sure to put this all in writing and communicate these rules to everyone.
3. Test your tech
Before the scheduled virtual meeting, take the time to test your tech to make sure everything works properly. It’s also a good idea to ask the employees attending the meeting to do the same. This will allow you all to troubleshoot any issues beforehand and avoid any delays.
Meanwhile, make sure you’re 100% familiar with the video conferencing software you use for your virtual meetings. This is important for, again, troubleshooting any issues.
4. Keep the meeting short
Everyone has a job to do, and too many meetings (especially those that go on and on) keep employees from doing their jobs. In other words, keep meetings short and assign a timeline to ensure this happens so that you’re respectful of attendees’ time.
If you know the meeting will be a long one (for example: if there are several topics that need to be discussed), try to determine an estimated duration and communicate this to everyone so they can plan their day accordingly.
5. Ask for feedback
At the end of every meeting, it’s a good idea to ask for feedback from every participant. You can do this while still on the call or through a follow-up email.
Not only will you uncover any potential areas for improvement (perhaps a more structured timeline or a better software), but you’ll also keep your team engaged and let them know that you truly care for what they have to say.
Tips for attending a virtual meeting
If you’re on the list of attendees of a virtual meeting, be sure to follow these rules and best practices:
1. Arrive on time
The first rule of any type of meeting is simple: arrive on time. Better yet, make sure to hit pause on anything else you’re working and be ready to join the meeting five minutes before it is scheduled to start.
If something urgent unexpectedly comes up (life certainly knows how to mess up plans!) and you can’t make it to the meeting on time, contact the organizer as soon as possible to let them know that you’ll be running a little late. (Do try to give them an estimated time of arrival.)
2. Look into your camera
It might feel awkward looking into your camera, but it’s a great way to show that you’re listening to the conversation and that you’re fully present, both physically and mentally.
So, avoid the temptation of staring at yourself on your screen! (Which, by the way, isn’t narcissistic — it’s actually, at least partially, a coping mechanism for the stimulus overload you experience when video chatting.)
3. Find a quiet place
When working remotely, you won’t have to deal with the typical distractions of the office: from chatty coworkers to the constant sound of phones ringing, and everything in between. But it does have its own set of distractions, like roadworks on your street or children playing in the house — which can interrupt the flow of the meeting.
Your best bet is to find a quiet place to take video calls and to ask family members or roommates to be as quiet as possible for the duration of those calls.
4. Don’t interrupt
One of the biggest faux pas to avoid when attending a meeting, be it virtual or in person, is to interrupt other attendees while they’re speaking or to otherwise disrupt the meeting. Not only is it plain rude, but it also creates the perception that you don’t respect others or value their opinions.
It can often be hard not to interrupt, especially when what you have to say is directly relevant to what has just been said, but it’s always best to practice patience. If you feel that you’ll only forget what you want to say, make a note of it and then bring it up at the earliest opportunity.
5. Dress appropriately
While you may be afforded the opportunity to dress down if you work from home, you’ll still need to dress up for virtual meetings.
This, however, doesn’t necessarily mean business suits (unless, of course, you’re meeting with an important client), but rather that you get out of your PJs or bathrobes and into something a little more professional — preferably opting for a business casual look.
6. Avoid multitasking
It can be incredibly tempting to continue working while you’re in a virtual meeting, but the concept of “killing two birds with one stone” here has no foundation at all. In fact, when the other participants can hear the constant clickety-clack of your keyboard, they’ll not be distracted but they’ll also feel they’re being disrespected.
Plus, it makes you more likely to make mistakes in the task you’re simultaneously working on, as well as miss critical information being shared on the call. In other words: no multitasking.
7. Mute when not speaking
Unless you’re specifically instructed otherwise, make it a point to mute your microphone when you’re not speaking. Sure, it might get a little annoying clicking and unclicking the mute button every couple of minutes, but your fellow participants will appreciate it, especially if they do the same.
Indeed, by muting your microphone, you avoid distracting meeting attendees with the occasional cough, cat meowing and other background noise.
8. Be a good listener
The key to a successful meeting is actively listening to the discussion. As we mentioned earlier, this can be achieved through looking into your camera, but it goes way beyond that.
Using open body language (sitting up straight and not crossing your arms, for example) can also show participants that you’re listening and engaged in the conversation, as can the occasional “hm-mmm” (when you’re not muted) and nod of your head.
9. Take notes
Whether someone is taking minutes or not, it’s always a good idea to take your own notes while in a meeting, virtual or otherwise. Not only does this demonstrate your active participation and engagement, but it also helps you keep track of what was discussed and what decisions were made.
You can take notes either on a physical notepad or on your computer (make sure to mute your microphone, again!).
10. Don’t munch on food
If there’s one thing you shouldn’t do while on a video call, it’s snacking or, worse, having a full three-course meal. Even if you missed lunch because you were so busy that you didn’t find the time to take a break, it’s only polite to wait until after the meeting to address that growling stomach.
Remember: this is a professional meeting. Not a dinner date.
FAQs about virtual meeting etiquette
Still have questions that need clearing up? Check out these frequently asked questions:
Q: Do I have to keep my camera on?
Yes! Doing so builds trust and fosters connection with your fellow attendees. It also assures everyone that you’re present and that you’re not instead doing the laundry or talking your dog for a walk at the local park. Of course, you may switch off your camera entirely if — and only if — you’re specifically instructed to do so.
Q: What do I do if I need to leave early?
Whether the meeting runs over its scheduled time or something comes up unexpectedly, you may need to log off early. And that’s alright — provided you let the host know (preferably beforehand). Make sure to apologize for everyone and, importantly, to get your hands on the meeting minutes afterwards.
Q: What if I can’t make it at all?
Provided that you have a good — and very real — reason, missing a meeting won’t necessarily be a problem, as long as you notify the host in advance. Whatever you do, don’t play hooky hoping no one will notice. They will, and it will only make you look bad.
Key takeaways
And there you have it: the dos and don’ts of virtual meetings.
To recap:
- Proper virtual meeting etiquette is crucial for demonstrating professionalism, respect and courtesy.
- Hosts should make it a point to, among other things, create a schedule and set clear rules beforehand, as well as ask for feedback at the end of meetings.
- Attendees, meanwhile, should arrive on time to meetings, dress appropriately, avoid interrupting others and keep the snacks for after the call.
Got a question or want to share your own tips and tricks for hosting or attending virtual meetings? Let us know in the comments section below.