Key takeaways:

• How do I improve my virtual meeting etiquette?
  1. Look professional
  2. Find a quiet, well-lit space
  3. Mute yourself unless you’re talking
  4. Create boundaries at home
  5. Get there early
• What not to do in virtual meetings:
  1. Don’t eat, drink or chew gum
  2. Avoid public spaces or places with background noise that will interfere with the audio
  3. Don’t call in from an unprofessional space
  4. Don’t text or have television playing in the background
  5. Don’t do other work
  6. Don’t get up excessively

Remote work has become much more common across different industries over the last two years. Teams are depending on virtual meeting and collaboration tools more than ever, from cloud-based software to remote video conferencing platforms.

Employees can now tune into conferences from the comfort of their homes, which sometimes means a more informal atmosphere where pets or kids may come into the shot.

Virtual meetings should still be treated like any other professional meeting, however, especially when many people from the organization are present or you’re meeting with clients.

So, what are the dos and don’ts of participating in a remote video meeting? Here is everything you need to know about virtual meeting etiquette.

First, let’s walk through some basics on improving your etiquette on virtual calls and meetings:

1. Look professional

Just because you’re at home doesn’t mean you shouldn’t look presentable. Put on professional clothes and get ready, just like you would when going to the office. This will not only help you look sharper on video calls but you’ll feel like you’re ready to take on the workday.

2. Find a quiet, well-lit space

If possible, find a space in your home that is quiet and away from street or family noise. Also, people can see you, so make sure you have plenty of light. Having a dedicated place to take calls can help you separate home life from work time, which will improve your attitude and productivity.

3. Mute yourself unless you’re talking

A big problem on a lot of Zoom calls is background noise. Someone is trying to talk, but sounds are coming in from other attendees’ microphones. Make sure you mute your microphone until it’s your turn to talk so that there are minimal distractions for the speaker.

4. Create boundaries at home

It can be challenging for family members and children to leave you alone all day when you’re working from home. Make it clear, though, that you’ll be unavailable during the meeting. Put a sign up that alerts family members or roommates to not enter the room, if necessary.

5. Get there early

It is always a good idea to sign into a meeting early just in case there are tech issues with your camera or microphone. Also, make sure you have a strong internet connection so you won’t drop the call or have problems tuning in.

6. Speak clearly

It may be harder for other people to hear you when you’re on a video call. Make sure you speak clearly and avoid mumbling or whispering. You may want to check in to make sure others can hear you before you dive into what you have to say.

It’s just as important to learn what not to do during virtual meetings as learning what to do. Here are a few no-no’s to remember:

1. Don’t eat, drink or chew gum 

A temptation is to eat breakfast or lunch while on a call. You are working at home, after all, so you may feel more comfortable going about your normal routine.

Eating or drinking on calls can look unprofessional and frankly may be annoying to other people on the call, however. Plan your day so you don’t wind up hungry during a meeting or chewing gum to stave off hunger.

2. Avoid public spaces or places with background noise that will interfere with the audio 

It may be fine to work from your favorite café most of the time, but this can be a big no-no for virtual meetings. Likewise, participating in a meeting from anywhere that has background noise, such as your kitchen if people are talking or using devices, will interfere with the audio. If you have to speak, lots of extra noise will be coming in from what’s going on around you. This looks unprofessional and also puts unnecessary barriers in the way of people hearing you.

3. Don’t call in from an unprofessional environment 

Even if you don’t have a dedicated office at home, avoid tuning in from your bed or another unprofessional space. Find a comfortable chair and call in from a table or desk. This is professionally appropriate and gives the added bonuses of making you feel more productive and motivated.

4. Don’t text or have television playing in the background 

You may think that people on a virtual call can’t tell what you’re doing. But, if you’re looking down at your phone a lot or have a TV on in the background, it will be clear that your mind is elsewhere. Avoid having a TV on in the background and sending texts during meetings or doing other things on your phone like checking the weather or your social media accounts.

5. Don’t do other work 

It’s tempting to get other work done on your computer while you’re on a call. However, this means you won’t be focused on what people in the meeting are saying, which could look bad and lead to you missing important information. Try to stay focused on what’s happening as if you were in an in-person meeting.

6. Don’t get up excessively 

Remember that people can see you on a video call, so you shouldn’t be getting out of your seat and taking excessive breaks while the meeting is happening. Stay present and seated as you would in a normal meeting and only get up if necessary.

These dos and don’ts are important for anyone in an organization. Make sure you’re educating your teams about virtual meeting etiquette as well so they know your expectations.

Virtual meetings are just one of many changes your business may have experienced over the last couple of years. When you need solutions for your teams, from payroll to risk management to benefits, working with a professional employer organization (PEO) can help you implement more effective and efficient tools.

StaffLink provides flexible PEO services for small and mid-sized businesses so you can focus more on managing employees and growing your business. We assist with a range of Human Resources solutions so you can get all the help you need in one place. We work alongside your team to help you integrate everything into your existing workflows.

Request a proposal or contact us at (954) 423-8262 for more information.