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As we continue emerging from the pandemic, more and more businesses have returned back to work and embraced a hybrid work model. It’s important to remind ourselves of virtual etiquette as we continue moving forward in this landscape. We struggled to learn the do’s and don’ts of Zoom together back in 2020, and there are a few things that we have learned since then.
It’s obvious that most of us are feeling the fatigue of virtual meetings and have gotten a bit more relaxed in how we present ourselves. But as we move forward into a hybrid work world, maintaining proper video conferencing etiquette is essential for the workplace. Since the start of the pandemic, companies have come to rely on Zoom and other video conferencing platforms, where the average employee spends at least three hours a week in meetings and sometimes even over 5 hours per week, according to one study. Furthermore, businesses spend roughly 15% of their time on meetings, with some surveys showing that 71% of those meetings are considered unproductive.
The lack of productivity during these meetings are sometimes attributed to employees multitasking, with at least 55% of employees doing so, which is likely to occur when meetings are longer.
So how do we combat this? Meeting hosts should come prepared and share out the agenda prior to the meeting so attendees are aware of the topics of discussion. This will help facilitate fruitful conversations and encourage all participants to actively engage.
We’ve all seen that person on the other side of the computer screen looking down, with their phone screen reflecting in their glasses, or looking away. Nothing looks worse on a Zoom call than an employee clearly not paying attention. We might think that we’re using our time efficiently by answering emails during a meeting or a text here and there. But we’re actually doing the opposite. According to one study, only 2.5% of people even have the ability to process multiple tasks at once. Not only does multitasking lower your productivity, it’s also rude. You’re not giving your team members the attention they deserve and are also decreasing the meetings engagement. Turn off any distractions during this time – they can wait.
Leaders should also remind employees just how powerful body language can be. Eye contact and head nodding are two easy ways to show others that you’re paying attention.
Now, we are all far from perfect, but we should learn from our past and create internal guidelines that speak to Zoom and virtual meeting etiquette. Below you will find a few helpful tips that can make your virtual meeting experience far more productive and engaging.
Can this be an email?
- If the answer is yes, set some time aside to make a conference call or write out your thoughts to send to the team on Slack or email.
Is this thing on?
- Double, triple, quadruple check that all your tech works before going on the call and make sure your settings are updated as well.
Being early, means being on TIME!
- If you are going to be late, let the host know in advance so they can warn the others or reschedule for another time if necessary.
- If the meeting is delayed to begin, use that time to greet your team as they join the call and introduce everyone so they all feel comfortable.
Lights..Camera.. Action!
- It is recommended to have your cameras on so we see the people we’re speaking with and engage with them in a more personal manner.
- If team members are still wanting to not have their camera on, encourage them to upload a profile photo of themselves.
Shhhhhhh
- If you’re not talking, keep yourself on mute. By muting yourself, it helps everyone keep focused on the call and also hear what is being said.
- When you’re ready to speak, either physically raise your hand or use the virtual hand raise emoji.
Dress to impress
- Just because meetings are being held virtually, does not mean that we should be more relaxed in how we present ourselves. Regardless of which clothes you wear, you should always be tidy and presentable. Not only does looking presentable reflect well on the company, but it can boost energy for the employee as well.
Remember these helpful tips next time you’re thinking about scheduling a Zoom meeting. It might be helpful to determine virtual meeting policies for your organization so that everyone knows and understands proper practices guided by the organization’s values. This should be a collaborative effort so that everyone is in alignment.
