Years of practice and experience will likely have already taught you the correct etiquette and customs to use during meetings to make them successful. Online conferences through video software are a relatively new phenomenon, but one that has been proven to be so useful and productive that it has already dominated the workplace in just a few short years. While many of the same basic principles apply to these online meetings, there are still some pieces of etiquette to keep in mind that work differently when talking online. It is a good idea to pick up these habits early so that they become second nature and don’t negatively affect you in the future. Here are just a few things to keep in mind during your next meeting:
- Be Prepared
You are expected to be well prepared for an in-person talk, so an online meeting shouldn’t be any different. Not only should you prepare your agenda and any important points you want to make, but your presentation if you need one. A great advantage of using cloud based conferencing is that you can include video clips in your presentation to make it more interesting and memorable. When it comes time for the meeting, ensure you are dressed appropriately (don’t be tempted to wear your pyjamas and bunny slippers just because you are in your own home), your room is prepared (nothing embarrassing visible in the background) and give yourself a few minutes to check your internet connection and technical specifications. Inc.Com recommends that if you are the event host, be sure to send out the invites and access codes (which are needed to access the meeting, particularly if the participant isn’t using the same piece of software) at least a day in advance. There is nothing worse than a scheduled talk being held up because one person can’t gain access or hasn’t set their camera and microphone properly. If you take all of these steps, your meetings will start on time and run smoothly.
- Introduce Yourself
Remote working has opened up many business opportunities than were ever possible before. But if you are used to only doing business with your direct colleagues, you might feel as if you are constantly talking to a group of strangers. You can solve this by taking some time before the meeting to introduce yourself and giving every other person on the call an opportunity to do the same. The robust nature of corporate video communications systems such as BlueJeans mean it is easy to stay in touch with people after the conference, so you can also get to know them on a one-to-one basis, developing both personal and working relationships.
- Be Aware of Your Microphone
It is easy to take your device’s built in microphone for granted. NerdsOnSite lists troubles with and abuse of microphones as the most annoying aspect of online conferencing. Everything from picking up excessive background noise to breathing into the microphone too heavily can disrupt a meeting. While you won’t be able to stop every piece of background noise, you can cut it down significantly by setting up in a quiet, private place, keeping pets and children out of the room, and investing in a good noise cancelling headset. If you really must conduct another conversation during the call, at least mute your microphone first. Be aware also about how close your microphone is to your mouth and how loudly you are speaking into it. You can check your settings before the call starts to ensure you are speaking at the right level.
- Stay Focused
In a regular meeting room, you wouldn’t have any outside distractions to take your mind away from what is happening. The downside of chatting online is that there are external stimulus to occupy you when the meeting becomes boring. You may think you can get away with it, but the sounds will be picked up by your microphone and transmitted to everyone on the call. It is tempting but try to stay focused on the speaker and cut out any other business such as checking e-mail until afterwards. If your meetings are becoming too difficult to sit through, try to liven them up with more interaction and discussion, or include video clips to break up a monotonous presentation.
As online conferencing is becoming more and more commonplace, it is essential to pick up good conferencing habits now so that you can set a good example and not be left behind in the future, when online conferencing will likely be the norm rather than the exception. With just a little preparation, consideration, and common sense, you will make a good impression in all of your meetings and be a part of the growing new trend in the world of business.
