Virtual Meeting Etiquette
For companies with branches across the country or clients spread out from one state to the next, virtual meetings help bridge the distance and allow collaboration. Virtual meetings can bring long-distance employees together via videoconferencing, where they can “meet” face to face regardless of their location. Web conferences allow users to view a presentation online. Regardless of the type of virtual meeting you participate in, there are basic etiquette rules to follow.
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Setting
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Consider where you hold your virtual meeting. You want to find a quiet location so that other participants can hear you. Eliminate distractions, like employee chatter or ringing telephones. According to Microsoft Small Business Center, “When preparing for a Web meeting, imagine that your office is on stage and that the ‘audience’ is in the room.”
Introductions
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Virtual meetings mean that attendees will be logging in from a number of locations. As a result, it is important to identify the meeting participants. At the start of the meeting, conduct a quick roll call. Have each location identify the employees participating in the virtual meeting—and identify their positions as well.
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Agenda
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Like any meeting, a virtual meeting should follow an agenda to keep the meeting on track. The meeting organizer should refer to the agenda as the meeting progresses and bring the focus back to the agenda should an employee go off on a tangent. Consider emailing participants the agenda before the meeting, or keep it on display during your Web presentation.
Pay Attention
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Since you often can attend a virtual meeting from the comfort and privacy of your own office, you might forget proper meeting etiquette. The Microsoft Small Business Center recommends that participants stay focused and not check email or answer phone calls during the meeting. You never know when the speaker might ask for your input, so it is important for you to pay attention.
Other Considerations
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When it’s your turn to talk, speak loudly and clearly. If you’re participating in a video conference, make eye contact and engage your audience. Do not pass notes or whisper to your co-workers during another person’s presentation. Even if you mute your audio, you will appear distracted or disinterested in the meeting.
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References
Resources
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