Businesses across the globe have been hosting video meetings, webcasts, and online events for years now. However, the difference in location isn’t an excuse to throw meeting etiquette out the window.
Video meetings have a distinct set of meeting rules that attendees are expected to follow.
Everyone knows the basics like showing up on time and being prepared, but are your team members following these common rules of etiquette for video conferencing?
1. Test Video Conferencing Tools Before the Meeting
There is nothing more embarrassing than having your video meeting app quit on you in the middle of an important meeting with a potential client. With this in mind, always test your video and audio as well as video conferencing bandwidth before the scheduled meeting time.
Doing so eliminates any possibility of poor connections, dropped calls, or worse—app failures.
2. Skip the Distracting Backgrounds
If possible, find a room free of distracting wallpapers, clutter, or movement. The hustle and bustle of an office can provide for a chaotic video meeting experience for the host and guests alike.
If you are unable to find such a space, use creative options such as backdrops designed especially for video conferencing, like the ones listed in this Anyvoo article.
3. Silence the Noise
When looking for a proper space to conduct the video meeting, always search for a quiet spot in your office, home, or coworking space. Again, noisy offices can be super distracting to those participating in your video call.
And, when it’s not your turn to speak during the call, always mute your microphone. This eliminates the possibility of unnecessary or sudden noises disrupting the flow of the meeting, too.
4. Turn Off or Mute Other Apps, Software, and Tech
When your phone dings in the middle of an in-person meeting, what do you do? You immediately silence the ringer and refocus on the meeting at hand. The same etiquette applies to video meetings!
You don’t want to be the rude individual who responds to a text or Slack message in the middle of a video meeting, do you?
Be sure to toggle on the “Do Not Disturb” function on your phone and other apps like Slack or your email platform. Those notifications will be there when your meeting is over, we promise!
5. Always Have a Meeting Agenda
No one enjoys attending a meeting for a topic that could have easily been communicated in an email or a Slack message. Having a meeting agenda avoids that disaster.
Create and distribute a meeting agenda at least 24 hours before the scheduled call. This allows participants to review the proposed points of discussion and suggest any additions or retractions. Then, follow the agenda to ensure the meeting conversations are on point and do not get derailed by side topics.
Has your team abided by proper video meeting etiquette or are you guilty of a video call faux pas?