I am reading a lot of articles lately from people giving tips on etiquette for online meetings for both participants and hosts. This has all come about because of Covid-19 making it so more than ever people have been working from home. Most of these people will not be going back into the office unless it is part time.
There appears to be a need for people to understand that
meeting from home is a little different than meeting in the office. Even though
it is a little different most of the same rules still apply.
I will give you a little background on me. I have been
working globally with remote teams for 20 years. We didn’t have video
conferencing way back then and some how we still managed with plain old
conference calls. Also, the tips probably need to be separated a little for
different types of conference calls just like different types of meetings.
People are using online video conferencing tools for a vast
variety of meetings, training sessions, and calls. The etiquette is probably
the same for each type but there are some other needs that can be met to ensure
a good experience.
Be Prepared
Materials - Just like with any other type of meeting be prepared. Have your slide show ready and either uploaded into the conferencing tool or open on your desk top ready to go. Do not go rummaging through folders on your computer to find things you might need for the call.
Be familiar with the conferencing tool – whether
you are using Zoom, Microsoft Teams or any other conferencing tool, understand
how the tool works prior to the call. You want to know how to let people in
from a waiting room. How to share your screen. How to mute/unmute people as
well as any other functionality that you may need to use. I have been on many
video conferences where the host doesn’t know how to use the tool at all, it
doesn’t go well.
Privacy
Ensure you are in a private quiet place where no one will be listening in from the side or potentially disturbing you. I know, sometimes the kids come in or the dog starts barking and people are very understanding about those things.
- Don’t host meetings driving or from a place like Starbucks unless you absolutely have to
- Only share the meeting invitation with people that should be in the meeting and use functionality like a password and a waiting room to let people in.
Use Video
For meetings with clients or training events I typically use
video. For internal meetings with my own teams, I do not. Some people will be
telling you to always use video, its nice to be able to see what people look
like and put a name and voice to a face. I feel video is optional for
participants but for the host it is pretty much mandatory unless you are not in
a good location.
Background
At home ensure your background is business video friendly. What the heck do you mean? I mean have wall behind you or some sort of nice set up staged. Do not use a location where people are walking and things are happening, and above all do not use a background of your bedroom with clothes on the floor or some other location with lots of “background noise.
Virtual background – You can always use a
virtual background which is just a picture that appears to be behind you
through out the video conference. You can set one up with your company logo or
essentially anything. I don’t do this often, but I like it when I see other
people doing it.
Headphones/Microphone
Use headphones with a microphone or some sort of speaker/microphone.
Do not use just the computer speaker and microphone you will sound like you are
in a trach can.
I have both a Jabra conference speaker and a Jabra head set with a microphone that I use depending on how quiet the area I am in is.
Cohost/Producer
Utilize a cohost or producer if you are the host to help you
manage the conference system and monitor the chat. Its difficult to be
presenting and managing the conference room and chat when giving a presentation.
Speaking
Speak clearly with some pauses to ensure you can be followed
easily by the audience. IF it is a meeting ensure you do introductions and give
people a chance to speak. I like to ask people questions that are on the call
or ask their opinion on something to help keep people engaged. This also let’s
the meeting attendees know you value you their thoughts and that is why they
are there.
Be clear and concise as people will not be looking across a
table at you.
Avoid Multi-tasking
It is simply inconsiderate to be multi-tasking during an
actual meeting. It is unlikely you would do this during an in-person meeting, don’t
do it in a virtual meeting as well.
NOTE: Make eye contact is one I keep seeing everywhere. It
means look at your camera to give the illusion of eye contact. Listen do not
get offended if people are looking at your presentation and not the camera.
Also do not be offended if the host is looking at their presentation and not
the camera. I would advise looking at the camera when talking directly to
people but also if you are presenting, we want people focused on the content,
whether it be a presentation, training or simply an update.
