Just a few weeks ago, virtual meetings were a backup option for most of us, preferring face to face. Now virtual meetings have become an essential part of how we all maintain productivity and business continuity.

While these virtual meetings have become a part of most people’s daily work routine, it’s still easy to fall victim to some major meeting slip ups. Virtual meeting etiquette is a whole new game compared to in-person interactions and to help you keep your meetings productive and professional, we spoke to expert leadership coach, Caroline New from Quantum Values, to share her top tips when hosting or joining a virtual meeting.

Before the meeting
  • Test your technology before the meeting time. Make sure you have the correct meeting software installed, as well as the camera and audio working.
  • Review the agenda and be clear on the expectations of you during the meeting.
  • Complete any pre-reading and come prepared with ideas and opinions – your own and those who you represent.
  • Find a quiet place away from distractions.
  • If you are attending from home, make sure you are dressed appropriately, and the environment is appropriate for the call. We have seen many people making good use of Zoom’s background feature to hide their personal space.
  • Be on time and make sure you are available for the entire meeting.
During the meeting
  • Use video and conduct yourself as if you are in the same room – be present. If sound quality is poor, supplement with telephone audio.
  • No multitasking – put your phone away and only use your keyboard for taking notes.
  • Stay seated and in front of your camera for the entire meeting.
  • If you wouldn’t do it in a face to face meeting, don’t do it in a virtual meeting. This includes snacking – try to eat before your virtual meeting. Not only is it distracting but you won’t be able to focus on the task at hand.
  • Mute your sound if you’re unavoidably in a noisy environment or to avoid audio feedback but be ready to speak at any time.
  • Allocate time for social chit-chat and relationship building and use a connection process to open the meeting.
  • Encourage everyone to participate. Facilitating an online meeting is more challenging than in person and you may need to work harder to make sure all attendees have an equal voice.
  • Speak up to get the attention if you have something to say. If you find it difficult to find a gap in conversation, use the chat feature to let the others know you have something to contribute.
  • End the meeting with another connection process and confirm the outcomes and next steps.
After the meeting
  • Clear minutes and action items should be distributed to all participants via email within 24 hours of the meeting.

With Caroline’s easy checklist, your next virtual meeting will hopefully be smooth sailing and very productive.

Learn more from Caroline

Quantum Values works with ICT business owners and technology executives to achieve measurable results. We do this through tailored one-to-one executive coaching, group coaching and team leadership programs designed to build self-awareness, enhance leadership and communication skills, and drive performance. Learn more.