Strategy April 28, 2020
Polish Up Your Virtual Meeting Etiquette
After six weeks of remote work, here’s a quick brush-up on how to be a near-perfect video conference attendee.
While some areas of the country have laid out tentative plans for opening back up, most social distancing measures remain firmly in place for the time being. That means workers should prepare for another few weeks – if not months – of video conference meetings.
It’s safe to say most people have gotten relatively comfortable with it over the past six weeks, but there’s always the risk of getting too comfortable. Take a (now former) planning commissioner in Vallejo, CA, near San Francisco. During a Zoom meeting of city officials last week, Chris Platzer introduced his cat to his colleagues … and then promptly tossed the poor feline out of frame. He also took swigs from a suspicious-looking green bottle and said a few choice curse words after he thought the meeting was over. The video went viral, and he’s since resigned.
While your video meeting faux pas probably pale in comparison (hopefully), here’s how to turn yourself into a consummate virtual attendee.
1. Review agendas.
If the organizer sends an agenda and information to review, make sure you take a few minutes to do so beforehand so you don’t sound clueless on the call. Have the information at hand when you’re getting ready for the meeting and be prepared to reference it, whether it’s on your screen or you’ve made a printed copy. Also consider offering to help the organizer gather important information for the meeting; it shows initiative and helps you stand out as a team player.
2. Straighten up.
Allow a few extra minutes before the meeting to straighten up clutter, make your bed and close your closets. Remove any decor that could be considered even remotely inappropriate. Finally, adjust your lighting and camera so it’s angled straight at your face and attendees aren’t looking up your nose. With the prevalence of video conferencing, it’s best to have a setup that’s always ready, especially for last-minute calls.
3. Dress professionally
With salons and barber shops closed, people understand bad hair days. At the very least put on a decent top – it shows your team you take the meeting and the task at hand seriously, and it might even make you more productive. If you’re not planning on standing up, it’s OK just to dress your top half.
4. When joining...
… keep yourself on mute until you find a lull in the conversation to let everyone know you’ve arrived. When attendees hear the tone that indicates someone joined followed by silence, “roll call” is prolonged and takes up valuable time. During the meeting, when you’re asked to chime in, speak up so your voice isn’t garbled, and don’t interrupt others. Unless you’re in a very quiet location, keep yourself on mute.
5. Control noise.
Kids and pets are cute, and people are sympathetic to everyone’s unique situations, but prolonged squealing, bickering and barking is enough to try anyone’s patience. Try to find a quiet location with decent internet connectivity, and if things do get loud, do everyone the courtesy of muting yourself and unmute when you’re called on.
6. Stay off your keyboard.
The noise of typing is distracting to the other attendees. If you must take notes, mute yourself when you’re typing or use pen and paper. Also, leave the snack for after the meeting – the noise and chewing on screen are distracting. Occasional sips of water are OK, but definitely don’t drink alcohol unless it’s a happy hour call. And while it sounds fun in theory, don’t pre-party.
7. Check your body language.
Sit up and make eye contact with the other attendees, even when you’re muted – it shows that you’re paying attention, not just enduring the call and anxious to get to other tasks. Avoid having prolonged side conversations with your roommate, significant other or kids, even if you’re on mute. You’re not paying attention, which is rude to the other attendees, and you could also miss important information.