Mastering the Art of Virtual Meeting Etiquette
Imagine this: You're in the midst of a high-stakes business strategy meeting. Key stakeholders from various departments have dialed in. The discussion is at its peak, and everyone is contributing valuable insights. Suddenly, your screen flickers to a colleague who has stepped away from their home office, continuing the meeting from their bathroom, entirely unaware that their camera is still active. The professionalism of the meeting stumbles into an uncomfortable pause, prompting a necessary discussion about online meeting etiquette.
Virtual meetings have undeniably transformed the modern workplace, offering unprecedented convenience and increased productivity. They eliminate geographical constraints, save on travel time and expenses, and allow for flexibility in scheduling. The possibility to record sessions, share screen content, and use other interactive features also enhances collaboration and communication among teams spread across different locations. Consequently, it's no surprise that many professionals prefer this setup.
However, as with any significant shift in work dynamics, the transition to virtual meetings is not without its drawbacks. There can be challenges with participants maintaining the same level of focus and active participation as they would in a traditional, in-person meeting. The absence of physical and social cues that aid in-person communication can lead to decreased focus and engagement in a virtual meeting.
In a study conducted by Jugo, a global leader in immersive virtual experiences, it was found that 68% of participants admitted to activities like texting during meetings, going for walks (28.6%), working out (25%), sleeping (21.9%), or even engaging in sexual activities (13.2%). The study also revealed a lack of regard for appropriate meeting environments, with participants joining from places like bathrooms (38.4%), gas stations (28.2%), and gyms (33.3%).
These findings, along with our personal experiences in virtual meetings, highlight how the location we choose for our online meetings is equally as important as how we conduct ourselves during the meeting.
During the pandemic, businesses worldwide had to rapidly adapt to remote work. Navigating the complexities of video conferencing often with trial and error as their only guide.
As we now settle into a post-pandemic world, it's evident that virtual meetings are not merely a stop-gap solution, but a mainstay in our work lives. This shift underscores the importance of developing and adhering to suitable etiquette for virtual meetings.
Understanding this, many companies have taken proactive steps to create their own guidelines for online meeting etiquette. These guides aim to provide a clear understanding for everyone in the company about what's expected of them in this new working environment. Whether it's about managing background noise, setting up proper lighting, deciding the location for meetings, or sharing speaking time effectively, these guidelines serve as a comprehensive resource for all employees, whether they are newcomers or veterans. They outline what the company expects in this evolved world of work and help everyone navigate this new norm.
While there are various guides already available for free and for a fee, as a challenge this week, I encourage you to consider which organization-specific guidelines you could put in place for your online meetings.
Some practical steps you could take include:
1. Identify Unique Challenges: Every organization is different, and so are its challenges. Look for the specific issues your team encounters in virtual meetings. This could be anything from time zone differences, language barriers, or technological difficulties.
2. Gather Feedback: Engage with your team members and solicit their feedback on what they find challenging or distracting in online meetings. This can provide valuable insights for shaping your organization's virtual meeting guidelines.
3. Set Clear Expectations: Define what is considered acceptable behavior during a virtual meeting. This can include being on time, muting when not speaking, not multitasking, and maintaining a professional environment.
4. Technical Etiquette: Provide guidelines on how to use the meeting platform effectively. This could involve how to share screens, use the chat function, or manage technical difficulties that may arise.
5. Maintain a Level of Formality: While online meetings can feel less formal than in-person ones, maintaining a certain level of professionalism is essential. This can involve dressing appropriately or using professional language.
6. Promote Inclusivity: Encourage active participation from all members. This can be done by allowing time for everyone to voice their thoughts, ensuring all ideas are heard and valued.
7. Designate a Meeting Leader: To ensure smooth operations, consider assigning a meeting leader for each session. The leader can guide the discussion, handle technical issues, and ensure all participants adhere to the set guidelines.
Keep in mind, these are just starting points. The real value lies in customizing these guidelines to align with your organization's unique requirements. By doing so, you're not just cultivating a constructive and respectful environment for virtual meetings, you're also shaping the overarching culture of your organization to be more inclusive and efficient.
The behaviour and protocols we adopt during virtual meetings reflect and reinforce the values we hold as an organization. Therefore, these guides serve a purpose beyond establishing regulations – they are instrumental in molding our organization's culture, particularly in a remote working context.
The rapid shift to remote work has led to a surge in virtual meetings, bringing with it challenges in maintaining proper online etiquette. However, it’s clear that virtual meetings will continue to be a mainstay in our professional lives.
As we all continue to adjust to the new normal of remote work, promoting responsible virtual behaviors is crucial. And while the digital landscape may still present some challenges, there's no doubt that virtual meeting etiquette guides will be key to ensuring respectful, effective communication for all.
Best wishes, Lauren
P.s. If you or your team are facing challenges with workplace culture, know that you're not alone. We're ready to lend a hand with free 30-minute consultations where we can pinpoint the issues and think up strategies to overcome your challenges.