Remember to conduct all meetings with civility and respect. 2. Be generative and use “Yes…and” thinking (not, “Yes…but”) Listen to understand. The ground rules should be stated at the start of the virtual meetings. Build a Hyper-Realistic (Read: Shorter) Agenda. Opinions expressed by Forbes Contributors are their own. You can more easily distinguish work life from home life if you wear different outfits for each area. Virtual meetings for remote teams are incredibly common and remote workers will likely attend many virtual meetings every week. Set operational ground rules with your team, suggested Beth Kanter, an author, master trainer and speaker. One of the magical things about working remotely is the freedom to wear anything to work. Video conferencing programs such as Zoom have skyrocketed in popularity during the pandemic due to their ability to make group meetings easy and accessible for everyone. Next, check out our list of tips for increasing remote employee engagement. Meetings where everyone is virtual should be kept short and focused, no more than 90 minutes, to avoid losing people to multi-tasking. When setting meeting rules … You do not have to deep clean the house every time you have a Webex call, but you should tidy the area visible on the screen. Create Homework and Group Work. A loading screen appeared, the bar moving slowly while I stressed every percent. Zoom meeting etiquette: 15 tips and best practices for online video conference meetings. Chances are your teammates cannot read lips and will not have subtitles. Assign a note-taker and time-keeper for your virtual meetings and consider rotating the roles among team members. If you forget to turn your microphone back on, your teammates will have no idea what you are trying to say, Michael. Disorder in your work environment acts as a distraction and sends the message that you are unorganized. How can we effectively use ground rules? I advise you to locate the mute button before the meeting and switch it on and off as necessary. These noises may be unnoticeable in big real-world conference rooms, but computer speakers amplify these sounds into huge distractions. You can achieve meeting-readiness by organizing your materials beforehand. To be effective, meeting ground rules should be based on research around best practices in the workplace. The golden rule of video meetings is to mute your microphone when you are not speaking. Virtual work dress... 3. Body language is important, and during virtual meetings eye contact is often the only body language available. You should resist the temptation to multitask during virtual meetings. For example: testing technology, muting your microphone, and cleaning your room. 4. 6 Rules for More Successful Virtual Meeting Facilitation 1. The ground rules should help the team collaborate most effectively, and if they’re not working (or maybe the team composition has changed), they should be revisited and updated. One exception is when you are doing team building 🙂. Dress appropriately. List of virtual meeting etiquette tips 1. Here is a list of virtual meeting apps that you may be working with. Checking software at least fifteen minutes before a meeting is the most basic virtual meeting best practice. Sure, you could open fifty browser tabs and no one would know. Be on time. Leave the keyboard alone. Virtual meetings function differently than physical meetings and require unique protocols. Remote work turned “office casual Fridays,” into “home casual everydays.” Goodbye scratchy dress shirt, hello cozy T-shirt! If we edited a spreadsheet or fired off a couple of emails during an office meeting, then our boss would probably notice. An internet picture recently advised me to stick plastic googly-eyes near my webcam so that I make eye contact during video meetings. I’ve found that if it’s a critical meeting, I avoid... 3. One of my favorite parts of remote meetings is getting to see my coworkers’ cute pets. For instance, you might ask participants to log in to the meeting five minutes early, so that everyone can connect and check their audio and video. “Urgent update needed. One man walked through his girlfriend’s conference call in his underwear. You should also not forget to unmute your mic when it is your turn to speak. 1. Virtual meeting etiquette is a collection of rules that instruct employees on how to behave during remote meetings. Virtual work dress codes are more relaxed than office rules. You should choose a quieter part of your house or apartment and close windows and doors. Virtual Daisy and Brownie meetings can be 45-60 minutes long, including about 20-30 minutes of a game or activity that is less structured and allows girls to socialize. A few years ago, a video of a little girl crashing her father’s political BBC interview went viral. You should do your best to avoid unwanted guests by securing your area pre-meeting. You cannot avoid all delays, but you can minimize time wasted on temperamental tech. We promise to start and end the meeting according to the times on the agenda. You can always change back into your unicorn onesie the second your meeting ends. Follow me on LinkedIn @DanaBrownlee or contact me at danapbrownlee@professionalismmatters.com. Ground Rules for ZOOM – Virtual Visits. Goodbye scratchy dress shirt, hello cozy T-shirt! Don’t assume that the team that collaborates well in the office will automatically work well remotely. Always be ready for a video conference. Meaning is in the listener. There are positives, there is never a time when a meeting room isn't available for example, you don't have to put on the suit and tie, there's no travelling and you can definitely have your dog in … (Image source: Envato Elements) It's important to set some ground rules for virtual meetings. If we shopped online or played a video game during such a meeting, then our boss would definitely notice. How can parents let the team know when they need time away to help their kids? Finding a silent spot can be easier said than done. When you have everything you need pulled up and ready to go, you can transition smoothly from one point to the next. Be aware of background noise. Arrive Early. Come to the meeting with a positive attitude. Teams should certainly revisit the ground rules once or twice a year at a minimum to be sure they’re still effective and appropriate. Angela has a Master of Fine Arts in Creative Writing and worked as a community manager with Yelp to plan events for businesses. All meetings also need to prepare and circulate an agenda well in advance of the start time. Document the ground rules and post them virtually during meetings – Once the team has developed ground rules, display them during virtual meetings for easy reference. Here are some guidelines to help you make your meeting a success: 1. Finding a meeting space where you can be alone is important. You think you’re all on the same page as to the purpose and ground rules of a meeting… until the meeting is hopelessly off-topic. Set Ground Rules. All Rights Reserved. Only schedule meetings when everyone’s calendar is free. Online meetings permit a more lenient dress code, but you should avoid slovenly, profane, or racy attire. To avoid confusion over who might be speaking, one of your rules could be that everyone begins with their name before making a comment (the effectiveness of thi… A dialogue box popped up in the corner of my screen. I clicked on the Zoom... 2. Hello! © 2020 Forbes Media LLC. State your name when you speak. Virtual meetings take place online, and supplemental meeting materials like files are usually located on the computer. Some typical norms include: Find a quiet space to participate in the meeting. Having great virtual meetings and great real-world meetings are very similar, just with a few more key things. I’m a firm believer in encouraging truly collaborative workplace cultures, helping professionals find their voice and discussing undiscussables. 2. Check your internet connection too, using a tool like speedtest.net. ... Community Rules apply to all content you upload or otherwise submit to this site. Virtual meeting etiquette is incredibly important for making sure you maintain healthy remote team dynamics. HR has no way of knowing if you are wearing yoga pants on the clock, or if you are even wearing pants at all. However, performing other actions means paying less attention to meeting discussions. I’m a keynote speaker/trainer, author and workplace antiracism thought leader. And when there isn't a global pandemic, we do local activities too. A good rule of thumb to follow is that if a behavior would raise eyebrows in an office, you should avoid that action in a virtual meeting setting. “Clean your room, kiddo!” Do I sound like your mom? Think about using technology that is most accessible to your meeting participants … We run world class online team building events that remote teams love. Invite your family, friends, and furry friends into the call only when appropriate. Learn the ground rules and etiquette for virtual meetings to ensure a positive outcome. You can wipe up any spills, toss the trash, and put away any objects that are out of place. If you do not join the visit within 5 minutes of scheduled time, the visit will be cancelled and a charge for the full visit will be incurred at $60 for the hour. Establish ground rules for virtual meetings. To be a little obvious, teambuilding.com is a team building company. Over my career, I’ve found that oftentimes water cooler conversations and whispered advice contain some of the most valuable professional guidance. Make sure that you have set ground rules for your group beforehand, so they are aware of the to-dos and not to-dos during your meeting. Prepare and distribute the agenda and pre-work before the virtual meeting takes place. Muffling your microphone is one of the most important virtual meeting etiquette tips for Zoom. Be prompt in arriving to the meeting and in returning from breaks. Come to the meeting with a positive attitude. Relying on your computer to run smoothly is a risk that can cause you to be late or even miss virtual meetings. While remote working is certainly a viable alternative, it’s far from ideal so collaborating without a clear plan can be a recipe for disaster. Err on the side of caution, and dress professionally. Use headphones to minimize outside noises, ask housemates to be quiet, and mute your microphone when not speaking. Pro tip: Treat your virtual meeting space like a real meeting space. Even if your meeting invite doesn’t specify that video conferencing will be used in the meeting, being camera-ready means you won’t be caught off guard if face-to-face is the preferred way to communicate. Hardware fails, software updates, and internet lags. If you test your equipment beforehand, then you will ensure that you are actually meeting-ready. Like all meetings, virtual meetings should have a clear reason for being run and a specific goal in mind. Basic Ground Rules. Dress as if You are Attending an Interview. When we look at our coworker’s face, our teammates see us staring at the screen. The world wires us to do a million things at once. It was 12:59 and I had a meeting at one. You can tell your housemates that you will be on a call and hang a sign on the door if you think Thomas and Glinda may forget. I will not ground you for having ten dirty coffee cups on your dresser, but your coworkers may judge you for literal years if they spy dirty laundry all over your floor. Plus, dressing in office attire puts you in a work mindset. Team building content expert. | Terms & Conditions | Privacy Policy, walked through his girlfriend’s conference call, list of tips for increasing remote employee engagement. Our coworkers may wrongly believe that we are not paying attention. If you connect your earbuds to your computer, then you will block out most outside noise. Following proper etiquette while setting up, hosting and participating in virtual meetings or videoconferences can help smooth technology bumps for novices and enable productive collaborations for everyone. Send out the agenda in advance. Again, this isn’t an activity to just check the box. However, it will likely take some coordinating and ground rules in order to make sure that your first HOA e-meeting … It was 12:59 and I had a meeting at one. Wear pants, even if you think nobody will see them. I clicked on the Zoom link and entered the room. 1. Respect each others’ thinking and value their contributions. You can help your teammates focus during the call by picking a remote meeting spot as far away from noise as possible. Though we do not need to stare at the webcam during the whole online meeting, we should make an effort to glance at it every now and then. Ground rules are an important part of virtual meetings, because they guide the behavior of everyone attending. Here are some answers to common questions about conference call etiquette. Sometimes technology acts up suddenly. One way to compensate for a shorter meeting is to move some of your exercises or... 3. Juggling tasks during virtual meetings is easier to hide, but not recommended. If senior management or a client joins the call, a more formal dress code might be required. 1. That little microphone icon is your best friend. As funny and YouTube-bingeable as these stories are, they do not scream “professional.” Ridding the vicinity of interlopers is one of the most crucial online meeting tips. Listen with care instead of “building your story”. Create a parking lot for issues and questions that may otherwise throw you off track. Longer meetings where most of the attendees are in one room require extra attention to ensure that those attending virtually are not forgotten. Home » Blog » Resources » Virtual Meeting Etiquette. I recommend investing in a good set of headphones with a built-in microphone, like this one. If you’re trying a platform (or if your employer has mandated one) that seems to be buggy,... 2. Create Ground Rules. Also, you sound-proof your space as much as possible. Listen from the “We” but speak from the “I”. I recommend that you declutter your space as much as possible. The list of ground rules for every organization or every meeting should not look the same. Five to ten minutes before your meeting, take a moment to make sure that your webcam and microphone are functioning. … Here are some rules to follow if you are facilitating online meetings for remote teams. You could mute your microphone and talk to your roommate about macaroni. When you go to a meeting in an office, you have to physically bring all your papers and presentation aids with you. This will enable attendees to have time to prepare and assemble any materials they may need for the meeting, as well as help the meeting stay on track. Do not be like the network news reporter who got caught on air wearing shorts under his suit top. Though I am not crazy about the idea of sticking craft supplies to my MacBook, I could stand to glance at the camera more frequently. Tidying your surroundings is standard WebEx etiquette. You can’t ask people to read a 50-page document sent the night before, but you probably can expect them to review a succinct summary sent a few days in advance. If you … Agree on the scope of … Some examples include, … When we try to split our attention, we perform worse at every task. 2. Your email address will not be published. You should lock the door if you can, secure your pets in crates or other rooms, and have somebody watch and entertain your kids. Rated 5 Stars ⭐⭐⭐⭐⭐. Show up on time and come prepared. That means no multi-tasking. If there is one thing we’ve learned at Voltage Control through... 2. In person, making eye contact means gazing at the listener’s face. 1. And a damn good one... we hire brilliant people, provide extensive training, and develop one of a kind experiences. Parents, pets, and kids pop into the frame and steal attention away from the meeting. Instead of doing other tasks during meetings, schedule separate time to go through all the other “to-do’s” later. Instead, take time to develop ground rules with your remote team today. Pick a solid platform. My book The Unwritten Rules of Managing Up: Project Management Techniques from the Trenches provides practical techniques that anyone can use to realize success working with diverse leader personalities. In 2020, we are running virtual events for teams all over the world. I’m a firm believer in encouraging truly collaborative workplace cultures, helping. We can only fully focus on one job or concept at a time. It’s so much more effective to bring the team together to discuss potential issues proactively and reach agreement on how the team wants to work together. To prepare for a virtual meeting, you should arrive early and test your technology at least fifteen minutes beforehand. Ground rules contribute to leveraging time allocated for a group discussion. When in doubt, always err on the side of formality. Be sure to introduce all parties you are hosting at the beginning to create a welcoming environment and stimulate engagement. The same practice applies to a virtual meeting. Turn OFF the microphone in meetings of more than three people. Virtual meeting etiquette is behavior rules for video meetings and conference calls. Though it may feel unnatural to stare at the camera, it makes our teammates feel as if we are addressing the group directly. Nonetheless, unexpected guests are distracting and can throw a meeting off course. The last thing your team wants to do is spend the beginning of every meeting hearing, “is it working now?”. I also suggest that you move anything not work appropriate, such as underwear or posters with swear words out of the frame. I recommend ground rules in F2F meetings, but it’s even more important in virtual meetings to obtain group agreement on additional team norms of behavior. If there are no times, then ask people if there are things they can reschedule. Multitasking is poor virtual meeting etiquette. I’m a graduate of Spelman College, Georgia Institute of Technology and Emory University. See our related Communiques: Nine surefire steps for going virtual when face to face is impossible, Ten must-know email tips for teams to make an impact and get results, Eight essential ground rules for great remote meetings and Making the most of remote meetings… Ground rules for virtual meetings. Online meetings. I suggest that you take five minutes before the meeting to pull up any emails, files, presentations, or links you need. They... Additional Ground Rules. The ground rules for your virtual meeting might include: Log on 15 minutes before the start of the meeting, since some online products require downloads and installation. Studying the screen while we talk is like looking at the floor, in that we seem unconfident. You can also optimize your browser, desktop, and bookmarks menu so that you can pull up your most-used resources in the blink of an eye. Virtual meetings still call for professional attire; dressing in business meeting appropriate clothing is good virtual meeting etiquette. Remember also that the ground rules aren’t set in stone. Optimize your setup for video conferencing. Instead of discussing issues proactively, they encounter one collaboration speed bump after another and that creates many mini conflicts that have to be addressed on a case by case basis. As this study from Harvard shows, human beings are poor multitaskers. © 2020 TeamBuilding, All Rights Reserved. Especially when leading virtual meetings, it's critical to take the time to set the ground rules, write them down, and get agreement from your team. In addition to the meeting design and delivery techniques found in the online publication, the ... • Place ground rules in a chat box for all to see. The great news is that while ground rules can be tremendously beneficial, they’re also pretty easy to develop. Remain ... Be Prepared. Physical meetings demand our full attention in different ways than online meetings. Avoid setting up shop next to the bathroom; nobody wants to hear a flush mid-call. Virtual meetings for Juniors and older can be 60-90 minutes long, including 30-45 min of game or social time. I’m a keynote speaker/trainer, author and workplace antiracism thought leader. Keep the meeting focused on moving through the agenda items. Most teams don’t take the time to develop ground rules, and they invariably pay the price down the road. If you arrive late, please don’t interrupt the call. Will restart computer now.” Before I could hit “remind me later,” my screen went black. You found our list of virtual meeting etiquette tips. Sometimes you have no control over whether your upstairs neighbor decides to practice his saxophone or tap dancing, or whether the city sends construction workers to jackhammer outside your window. We promise to start and end the visits according to the times scheduled. I help professionals navigate workplace challenges, EY & Citi On The Importance Of Resilience And Innovation, Impact 50: Investors Seeking Profit — And Pushing For Change, Michigan Economic Development Corporation With Forbes Insights. This list covers all the essential etiquette tips for virtual meetings to keep these calls productive and professional. You always turn it ON when you need to say something. Ensure that you have a clean, work-appropriate background. Though video calls tend to be a more relaxed atmosphere than physical meetings, professionalism is still required. These tips are useful for virtual team building and typically take place over virtual meeting software. You can check in with your team to make sure you know the online meeting dress code. Google recently announced the addition of a noise cancellation feature for its Meet program, and other companies are likely to compete in the future. Technology can be buggy. Still, there is such a thing as too casual. Enter the room a few minutes early to resolve any technical issues. It can seem silly to sit still and give the video our undivided attention when we could be so much more productive if we kept working. Software is evolving to improve call quality, but you can still take action to improve your environment. Nobody wants to hear rustling papers, typing, breathing, or distant conversations while trying to talk or listen. Be present, and don’t attend to non-meeting business. Be respectful of others’ time, and be present. To avoid unnecessary transitions and delays, you should gather and open all necessary files and materials prior to the call. I could have avoided the entire technology delay before the meeting. Whether you’re diligently taking notes like a model employee or sneakily chatting with your... 2. You could kill the video feed and knock out the dishes. virtual meeting presents special challenges, with phone or computer-based participants more apt to become distracted. Errors like unclear audio or unshareable screens cause unnecessary holdups for you and your coworkers. Insist on video. You never know when you may have to stand up. This guidance is even more important for remote teams who don’t have the benefit of swinging by someone’s office to quickly clarify a task or interpreting body language to better understand a co-worker’s perspective during a conflict. Test your equipment and your connection speed before the call. Be respectful in scheduling. Same with any programs you may need: your conferencing platform, Powerpoint, video players, and other technology. Be prepared to contribute to achieving the meeting goals. Stay mentally and physically present. Be on time. Related: How to … You would not dump a pile of sweaty socks on a conference table, so keep your grubby foot gloves out of sight during the call. As remote work becomes more common, so do stories of video meeting crashers. Virtual meetings are difficult, but it isn’t a nightmare to facilitate and participate in. But if an airplane flies near your house, a dog runs into the room, or other 963 cases happen, you will not interfere with your work; Avoid home clothes and many home things in the background. Give Yourself at Least 15 Minutes to Test Technology. When you have to load a presentation or look for a file, the meeting grinds to a halt. Lastly, try not to multitask during web meetings and give your colleagues your undivided time and attention. Shows, human beings are poor multitaskers unnatural to stare at the.. One would know is often the only body language available will ensure that those attending virtually are speaking... Feed and knock out the dishes let the team know when you may be working with schedule separate time develop! Are addressing the group directly: Envato Elements ) it 's important to set ground. Suggest that you take five minutes before a meeting, you sound-proof your space as much possible... And ready to go through all the other “to-do’s” later and delays you. Professional attire ; dressing in office attire puts you in a good set of headphones with built-in! Speak from the “ i ” contact is often the only body language available in. Is that while ground rules once or twice a year at a time or twice a at! Paying attention if there is n't a global pandemic, we do activities. The next, so do stories of video meetings and give your colleagues your undivided time and ground rules for virtual meetings button... 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