In today’s business world, it’s more important than ever to be able to conduct online meetings with ease. There are a number of reasons for this, such as the fact that many people now work from home and that businesses are increasingly global in nature. However, even if you don’t work from home, it’s still important to know the virtual meeting etiquette so that you can avoid any potential conflict or awkwardness.
In this article, we will discuss the top 10 virtual meeting etiquette that gives the most to online meeting experience.
What are virtual meetings?
As the world becomes increasingly interconnected, the need for efficient and cost-effective ways to communicate with people around the globe grows. One solution that has gained popularity in recent years is the use of virtual meetings.
Virtual meetings are a new way of communicating that has been made possible by the internet. They allow people to meet and collaborate online in real-time. This can be done through video conferencing, chat rooms, or forums.
Virtual meetings are convenient because they eliminate the need to travel, and they can be used for both personal and business purposes. This type of meeting can be especially helpful when team members are located in different geographical areas.
3 main types of virtual meetings
Virtual meetings are becoming more and more popular as the technology needed to host them becomes more commonplace. There are three main types of virtual meetings: video conferencing, web conferencing, and teleconference.
1. Web conference
Web conferencing is where participants can communicate and collaborate online. This technology has become increasingly popular in recent years as it allows people to connect with each other from anywhere in the world.
Web conferencing can be used for a variety of purposes, such as holding meetings, training sessions, or product demonstrations. It is a cost-effective and convenient way to bring team members or other people together and boosts productivity.
A teleconference is a type of virtual meeting that allows people to communicate with each other over the telephone. They are often used for business meetings, but can also be used for personal purposes. Teleconferences can be conducted with a small number of team members or a large number of participants.
A teleconference usually consists of a single conversation between many participants in which one participant speaks, while the other participants listen. Teleconferences are typically recorded and posted on a website or shared via an audio file or video file later.
3. Video conference
A video conference is in which team members are connected by computer networks and see each other on their screens. Video conferencing is now being used for everything from business meetings to family get-togethers.
Although there are some potential downsides to video conferencing (such as the fact that participants can’t always see facial expressions), the benefits generally outweigh the negatives.
For example, video conferencing can save time and money by eliminating the need for people to travel to meet in person. It can also be a more efficient way to communicate than relying on email or telephone calls.
A video conference is a meeting that takes place between two or more people who are in different locations, and it is conducted using video technology. A web conference, on the other hand, is a meeting that also takes place between two or more people who are in different locations, but it is conducted using internet technology.
Benefits of virtual meetings
In today’s business world, the use of virtual meetings is becoming more and more common. Here are the key benefits of conducting virtual events:
1. Increased flexibility
When everyone is able to participate in remote meetings from their own home or office, it eliminates the need for people to take time out of their busy schedules to travel to a central location.
2. Minimizes travel expenses
It’s definitely more expensive to attend regular meetings when you have to travel. With virtual meetings, however, all virtual audiences can participate from their own space and the meeting can be held virtually anywhere.
3. Increases meeting attendance
When you have all of the meeting participants in the same location, it’s easier to get them to attend meetings. This is especially true if they are given a specific time and place to attend the meeting.
4. Makes meeting planning easier
Meeting planners can focus on the content of the remote meetings instead of having to schedule and coordinate travel. This saves time for everyone, not just the meeting planner.
5. Increases productivity
The ability to conduct remote meetings can boost productivity, help taking better business decisions, and come up with better business ideas. For example, if a company has employees in different locations, it is easier for them to make better use of their time when they are not wasting time traveling.
6. Improved communication
With remote meetings, participants have the ability to share documents and presentations with others online, which helps to ensure that everyone is on the same page.
Four main drawbacks of virtual meetings
When deciding whether or not to have a virtual meeting, businesses should be aware of the four main drawbacks: lack of engagement, lack of trust, lack of clarity, and lack of connection.
1. Lack of engagement
Virtual meetings can lack engagement because people are not able to see one another’s body language or facial expressions. This can make it difficult to build trust and can lead to misunderstandings. So, there is always a need for virtual team building activities for the audience or virtual employee engagement.
2. Lack of clarity
Virtual meetings can lack clarity because they can be difficult to follow due to the use of technology. This can cause people to lose focus and can lead to confusion.
3. Lack of connection
Virtual meetings can lack connection because people are not able to physically interact with one another. This can make it difficult for people to build relationships and can lead to a feeling of isolation.
Virtual meetings can be expensive due to the use of technology.
The Top 12 virtual meeting etiquette
As the number of people working remotely has increased, so too has the need for virtual meeting etiquette. Just as there are rules for in-person meetings, there are also guidelines for a successful virtual meeting. Some of these virtual meeting etiquette tips may seem like common sense, but they’re worth repeating.
1. Be mindful
When conducting a virtual team meeting, it is important to be mindful of your behavior and etiquette.. Being mindful can help to create a more positive and productive meeting experience for all participants. Some tips for being mindful in virtual meetings include:
– Pay attention to your body language and posture in the virtual team meeting. Make sure you are sitting up straight and not crossing your arms or legs, which can appear closed off or defensive.
– Avoid distractions as much as possible. Turn off notifications on your phone and computer, and close any other applications that may be open.
– Stay engaged in the conversation for effective virtual meetings. Do not multitask or allow yourself to become distracted by your surroundings. Instead, focus on the discussion at hand and offer thoughtful responses when appropriate.
– When you’re communicating through technology, it can be easy to sound more aggressive or impatient than you intended. Make an effort to speak in a clear and polite tone, even if you’re feeling frustrated.
2. Stick to the time
This ensures that everyone has an opportunity to participate and that the discussion does not go on longer than necessary. Oftentimes, there are other commitments waiting for people after a virtual team meeting, so adhering to the time limit is respectful of their time. Additionally, following the agenda helps keep the discussion on track.
If you have something important to share or want to ask a question, be sure to do so during the allotted time frame. Finally, remember to thank the team members and the other meeting participants for their participation once the meeting is over.
3. Prepare an effective virtual meeting checklist
A virtual meeting checklist keeps the team members on track and helps to ensure that the virtual conference stays focused on the topic at hand.
There are a few things to keep in mind when creating a checklist for the virtual conference:
– Make sure to list the topics that will be covered and the time allotted for each topic
– Clearly identify who is responsible for each task or decision
– Indicate when time is running short so that the virtual audience knows when it’s time to wrap up
Creating an effective agenda can seem like a daunting task, but following these simple tips will help make your next virtual meeting a success.
4. Dressing appropriately
Dressing appropriately is one of the most important aspects of professional etiquette, whether you’re meeting someone in person or virtually. For a virtual meeting, it’s important to dress as if you were meeting them in person.
It means no shorts, tank tops, or anything else that might be too casual. It also means dressing professionally and conservatively. You never know who might be on the other end of the virtual meeting, so it’s always better to be safe than sorry.
5. Introduce yourself
When introducing yourself in a meeting, be sure to include your name and job title. You may also want to mention why you are interested in the topic of the meeting. This will help others get to know you and understand why you are there.
Additionally, it’s important to be mindful of your tone of voice and how you are presenting yourself online. Avoid using all capital letters or typing in all lowercase, as this can come across as shouting or being unprofessional.
6. Look at the camera and speak clearly
When meeting someone for the first time, it is polite to make eye contact. In a virtual meeting, this is even more important in order to create a connection with your audience. By looking directly into the camera when you speak, you are ensuring that everyone can see your facial expressions and read your body language.
This creates a more personal connection and allows for better communication. Additionally, speaking clearly into the microphone will ensure that your voice is heard loud and clear. Avoiding background noise and speaking at a moderate volume also helps keep the conversation on track.
7. Keep the microphone muted when not presenting
Some people in virtual meetings feel the need to talk constantly, even if they are not adding anything valuable to the conversation. This can be extremely distracting and frustrating for others in the meeting.
In order to maintain professionalism and respect for others in the meeting, it is important to keep the microphone muted if you are not talking or presenting something.
8. Protect confidential information
One risk in a virtual meeting is that sensitive and confidential information may be inadvertently revealed. To protect against this, it is important for business professionals to observe some basic etiquette guidelines for virtual meetings.
One guideline is to always be aware of your surroundings. In a virtual meeting, you may be talking with people from all over the world. As a result, you need to be careful not to reveal any sensitive information that could harm your company or its employees. For example, you should never share passwords or credit card numbers in a virtual meeting.
Another guideline is to avoid distractions. When attending a virtual meeting, it is important to focus on the discussion at hand and not be distracted by other tasks. This means turning off your phone and closing any other applications that may be open on your computer.
9. A clear background
It will ensure that all participants can see and hear you properly. Background noise or clutter can be distracting and make it difficult for others to understand what you are saying. In order to create a professional appearance, take the time to tidy up your workspace before the meeting begins.
Make sure there is no noise in the background and that your webcam is at eye level. You may also want to dress appropriately for the virtual meeting, as this can help build trust with your colleagues.
10 Retesting the A/V setup
If the audio-visual setup is not functioning properly, important connections can be lost. This can lead to frustration and a waste of time for all participants. In order to ensure that the audio-visual setup is functioning properly, it is important for business professionals to retest the setup before each meeting.
11. Avoid eating during the meeting
It’s no secret that eating while conducting a meeting is considered bad etiquette. But what’s often overlooked is the fact that eating during a virtual meeting is just as frowned upon as eating in a traditional meeting setting. In fact, there are several good reasons to avoid eating while participating in a virtual meeting.
First and foremost, eating can be incredibly distracting. Whether you’re munching on something crunchy or slurping down a drink during a presentation, it’s difficult for others to focus on the conversation when you’re also trying to keep your food from making noise.
Furthermore, eating can be messy. If you’re the type of person who likes to munch on snacks all day, there’s a good chance you’ll spill them all over your keyboard. It is not exactly the impression you want to leave with your colleagues!
12. Inform before leaving or rejoining
Since speakers are often the ones who are leading virtual meetings, it’s important for them to remember to inform others when they’re leaving so that everyone can keep track of who is and who is not present. It’s also good etiquette to let everyone know when you’re rejoining the meeting. This way, people aren’t left guessing what’s going on.
Reasons to use an event app for virtual meetings
If you’re looking for a way to make your next virtual meeting more engaging, productive, and fun, you should consider using an event app. Here are some of the key reasons why:
– An event app can help you keep track of who is attending the meeting and who is speaking. This can help ensure that everyone is aware of what is happening and that no one gets left out of the conversation.
– It can provide a forum for discussion outside of the meeting itself. This can be especially helpful if you need to discuss something in more depth or if there are questions that need to be answered.
– it can help you keep track of time. This is especially important during long meetings when it’s easy to lose track of time.
– An event app can make the meeting more interactive and engaging.
– It p can help you keep track of what has been discussed and planned for the meeting.
– You can read the minutes from your meetings and make sure that everything is being recorded as it was originally intended to be.
– You can invite people to the meeting from an event app.
Why choose WebMOBI?
WebMOBI is an all-in-one event app for onsite, hybrid, and virtual meetings. It helps the meeting organizers and speakers to interact with the audience and keep them engaged with the audience engagement tools such as livepolls, live Q&A, word clouds, and live quizzes. Gamification and real-time leaderboard feature will help in keeping the attendee’s engagement till the end of the meeting.
Creating interactive word clouds and trivia quizzes can work as ice breakers among the virtual attendees. Livepoll is an important tool for getting feedback about the sessions in real-time. It can also help with decision-making. Live Q&A sessions boost communication and discussion between the speakers and the attendees. Such virtual team building activities can help in conducting effective virtual meetings
The app also facilitates the features of registration and easy check-in. You can keep a track of all the attendees and the entire session in real-time. It also enables you to export the analytics data for future use. Meeting planners can use the branding features such as adding a logo, banner, and color schemes to represent their brand.
To make the remote meetings even more interactive, they can choose from 40+ present mode themes. The content management system will enable you to keep control over the content and approval/disapproval of Q&A questions before displaying them on the screen.
In conclusion, following the 12 best virtual meeting etiquette tips will help you have a successful meeting, regardless of where you are located. By being mindful of your surroundings and others in the meeting, you can focus on the task at hand and get the job done.