Virtual Meeting Etiquette

As CAPP has moved to more virtual meetings, we have been working on improving our skills meeting via technology. Peter Oppenheimer and I put together these tips to help with your next virtual meeting.

Virtual meetings can be a positive way to allow people to meet and accomplish goals while reducing expenses, travel, and time commitment necessary to face to face meetings. However, virtual meetings also pose some challenges to organizers and participants to make the meeting time a productive and satisfying experience. We offer these suggestions in support of work together:

Meeting Participants

Participants should be prepared. Get online early and make sure the technology is working on your device. Be ready to start on time. Set aside dedicated time. Make sure just like any other meeting you have time to “get there” and then transition back to another activity. It’s tempting to fit in virtual meetings in tight time slots but it’s difficult to transition back and forth.
If you have concerns about your technology working try to test the system and resolve the problems prior to the meeting. Consider a back-up plan should your primary technology fail.
Find an appropriate location where you won’t be disturbed so you can focus on the meeting and avoid interruptions and distractions as best you can. Consider turning off phone and computer notifications, and telling your receptionist to hold your calls. If you are home, let your family members know what you will be doing, and ask your children and pets to be quiet and not to interrupt you.
Try to be in a location that will not cause distraction for others. If you’re driving, a dog is barking, or children are crying in the background, it’s going to be hard for you and others to concentrate on the meeting.
If you have technical difficulties, use the organizer’s requested method to communicate with them (chat option or text/email, SMS) instead of taking time from the meeting to resolve your difficulty.
Use the mute option when you are not talking. Mute yourself until you plan to speak to cut down on background noise.
Use a headset (headphones with a microphone) or a directional microphone to help reduce background noise
Introduce yourself before speaking, every time. It can be difficult for other participants to recognize your voice and this can cause confusion.
Consider turning on your camera. Video helps you to connect to other participants’ nonverbal communication and feel more connected. If it is a larger meeting (one where all participants cannot be seen at once) consider turning on your video when you want to speak, and off when others are speaking.
If you use your camera be aware of your on screen behavior and how you are dressed. Remember others can see you if you decide to eat your lunch, etc.
Consider using screen sharing so that everyone can view the relevant information at the same time Putting documents on the screen helps the whole group to see what you’re referring to as you speak.
Use chat options. Chat on virtual meetings is like passing a note or whispering to your neighbor. It helps you to connect with others more informally even when you’re not speaking to the whole group. Some platforms have chat features that allow you to send comments to the group or particular people without interrupting the conversation.
Avoid multitasking during the meeting. It’s easy to become distracted with other work or diversionary activities during virtual meetings. Give the meeting your full attention (or as much of your full attention) as you would if you were there in person. Be respectful of other participants. If something outside of the meeting grabs your attention, think long and hard before sharing that in the meeting.
It’s difficult in a virtual meeting to realize when other people would like to talk, so make sure you are giving others room to voice their opinions. Some platforms have options to raise your hand virtually when you want to speak which can help with speaking order.
If you have to step-out or leave the meeting or attend to something else during the meeting, tell the organizers by the means they have asked to be notified.

Meeting Organizers

Meeting organizers should select a software platform that will meet the need of the meeting for attendance capacity, and audio and visual functions.
Meeting organizer should send out directions for how to access the meeting, agendas and materials ahead of the meeting time.
Meeting organizers should inform participants how to ask to speak (i.e. “raise hands”) and how to contact them if they have difficulty with their connection.
Everyone should expect meetings to start and end on time.
When using a new meeting platform or adding new members, organizers should offer an opportunity for attendees to try out the platform ahead of the meeting.
Organizers should sign on-early (10 minutes?) so that people can connect and fix problems. This could be a time for informal social conversation.
Organizers should include reasonable breaks. If the virtual meeting is longer than one hour, people may need to get up and move around, use the restroom, etc. just like any other meeting. Let the group know when breaks will occur.