Virtual Meeting Etiquette

Video communications are a great tool to replace in-person meetings, host trainings, listen to a speaker and ask questions.  Virtual meetings become very easy to use, but typically take practice to develop an appropriate comfort level and necessary etiquette.  

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Video Meeting Tips & Tricks

With an internet connection and a phone, tablet or computer several people can connect, have a discussion and carry on with some kinds of business. 

Virtual meetings have been an efficient way to do business remotely from multiple locations for years, but many of us still need current tips for video meeting etiquette. Here are some tips and tricks to share with your team to help make your meeting run more smoothly.

• Zoom Video Meetings is my preferred tool – I pay $160/year as the host and account owner – participants do not have to pay
• Just like any other type of meeting, having an agenda and outline will make the meeting run smoothly
• Have a plan and communicate as much of the plan as possible via email well before the meeting
• It takes time for everyone, especially people over the age of 30 to get comfortable looking at their face up close on a computer screen – especially in a professional environment
• Start the first couple of meetings softly to give people who are new to virtual meetings about 10 – 15 minutes to warm-up and get comfortable with the technology and begin to open up
• Encourage people with questions to log-on 15 minutes ahead of others who may be more comfortable with video technology
• There is a learning curve, know that most people get more comfortable over time
• Practice to increase comfort level with your virtual tools
• Don’t overthink a video chat or virtual meeting
• Practice but don’t prolong, just try having some meetings and adjust the rules for engagement as you move forward
• Designate a meeting leader AND a separate technology facilitator
• Know that even great public speakers need practice to present effectively online
• Test the internet speed at each location with this tool – my speed is between 8 & 9 Mbps which typically works fine for video chat but can freeze up on occasion.

The Right Tools Make Virtual Meetings Successful

Assuming all participants have the internet and a computer, phone or tablet to use connecting to a virtual meeting is fairly simple.

• A computer monitor stand to lift the height of your computer screen. Raising your computer prevents people from having to look up your nose which is just awkward. A stack of textbooks or box that is sturdy enough to hold the weight of your computer can work for a short time too.
• Another tool, shelf or stack of something to prop up a cell phone or tablet – looking up at the camera will be more flattering than looking down into a camera.
• When background noise is possible I try to use headphones that plug directly into your computer. At a minimum, I like to use the ear buds like this that came with my phone that also plug in my computer.
• When noise is a given, I prefer to purchase a new Blue Parrot, but refurbished versions work fine too if you are unsure how much you will really need the tool. I have been doing Virtual Farm Tours with farmers who are around loud equipment and animals and this headset does well to block out that noise as well as the wind outside.

Virtual Meeting Etiquette for Participants

I have participated in a variety of meetings and they are only as successful as the organizers and participants together make them out to be. Here are some tips to show proper etiquette to other video chat participants:

• Prepare by getting in the mindset to be professional and participate fully in the meeting – you will need to disengage from other activities to fully engage in a virtual meeting while working from home
• Set-up a home office, no matter how humble to maintain professionalism – here are my notes on How to Start Working From Home
• Begin logging on 5 to 10 minutes BEFORE the official start time of the meeting – sometimes software or an app needs updating and all of this takes time
• If you show up late it will be obvious – don’t make everyone wait on you
• While some video calls allow phone audio-only participants the entire idea of video is to see your face and expressions – so do all you can to join via video call to maximize the effectiveness of the virtual meeting
• Make plans to minimize and block out as much background noise as possible
• Mute your microphone when you are not speaking out of respect to other participants
• Communicate ahead of time with others who may enter your home or meeting space during your virtual meeting – you may need to tape a note to your door to share your plan with others
• Use chat function or raise your hand to be called on if you would like to speak 
• When speaking be close to the microphone on your device and speak clearly and slowly as their can be a slight delay in video conferencing – even if you join the video with multiple people walk up to the computer and speak into the microphone so others can hear you
• In our rural home when I video chat I have to ask others in my family to stay off of YouTube, Netflix and other streaming services to avoid diluting my signal and having the video or audio freeze or cut out
• Using a computer or laptop (compared to a phone) allows a bigger screen so that more details like facial expressions and interest is speaking maybe observed
• Computers are often more stable than a phone or tablet – if using a phone or tablet find a place to stabilize it to avoid a continuous moving blur
• When using the computer stay focused on the virtual meeting and avoid using your phone, unless you are using it to take notes or find materials related to the call
• You will get out of the meeting what you put into it – working to stay focused is important and will help speed up the meeting
• When participants don’t give 100% to the task at hand the meeting will not be as productive – everyone has to do their job to make meetings successful

Role of Video Call Leader

The leader sets the tone of the meetings, works to keep the meeting moving at a reasonable pace and if applicable works to involve all appropriate participants in any decision making processes.

• Welcome participants individually as they log-on for small groups and collectively for large groups
• Offer warm opening comments to help people relax
• Set ground rules upfront about cell phones, expected participation level and length of the call
• Ask all participants for input if applicable, you may need to rotate through and call on them by name
• Do what you can to make the call interesting – sometimes toggling between you talking into the camera and sharing a few slides on the screen can hold interest longer
• Look for ways to improve after each call – after each call ask participants for feedback on how to improve
• Should you record the video be sure to make people aware when you begin that you are recording the meeting
• Stick to the announced length of call
• If the call is longer than 1.5 to 2 hours allow people to log-off for a break and re-join at a given time

Role of Technology Facilitator

When more than 5 people are on a call it is very helpful to have a technology facilitator in addition to the call leader. Here are some of the responsibilities a tech facilitator may have:

• Provide your cell phone # to participants PRIOR to the call so there is a point person to reach out to in case participants have trouble connecting
• Be prepared to help participants connect their video and or audio – often input settings within the video platform need to be adjusted – adjustments may be different for each participant
• Mute participants with on-going or unexpected background noise
• Unmutes participants with a question
• May help leader by identifying and calling on participants with questions in an orderly fashion
• Help keep track of comments and questions in the video chat / message function from interested speakers
• Responds to straight forward questions in the chat function so the leader can continue running the meeting
• Shares appropriate questions, comments and discussion topics with the leader to bring before the group
• Supports the leaders and participants with needs that may arise

Virtual Meetings Are Just Beginning

We’ve only just begun to scratch the surface of how to use video and voice capabilities to connect in place of gathering in person. When appropriate time and effort have been invested in preparing for a virtual conference or meeting the outcome can be very successful!

I have been helping host virtual farm tours for over five years.  People of all ages have been impressed at the type of access to farms (or any location) and genuine conversation that can be facilitated between one or two individuals and groups of 100 people or more. Here are additional notes on hosting a Virtual Field Trip to a Farm.

Please share your additions and recommendations to this list in the comments.