The office environment has changed drastically over the last 12 months. As more people choose to work remotely, most are getting well-acquainted with the benefits of virtual calls and meetings. While this form of communication isn’t new to the business world, it’s no surprise that companies everywhere are still looking to connect with their teams and customers with regular virtual appointments.
This form of conferencing is also propped up as efficient and environmentally friendly, eliminating many business trips. Still, if your company office or home office isn’t set up to accommodate professional business meetings, then it’s time to call the team at iSpace Office Interiors. We can help you set up a lavish and innovative space that radiates professionalism. Then, you’ll be more inclined to follow these basic online meeting etiquette tips.
Perform Technical Checks
When you have a meeting prepared and on the calendar, make sure you perform technical checks on your equipment. This practice falls in line with great online meeting etiquette. You should make sure that your Wi-Fi connection is strong and that you’re connected to the right network. You should also test out the platform you’ll use, whether it’s Zoom, Google, or Windows. Test your camera, the lighting in your room, and the microphone so you don’t hold up the meeting due to technical difficulties.
When hosting a meeting, everyone expects you to come prepared. This means you’ll need to layout the meeting agenda and what you hope to accomplish. If you’re showing a presentation, make sure you practice it several times. This kind of preparation ensures a polished and seamless slideshow. If you come to a meeting unprepared, it will likely be obvious, just as it would if you were in person. But, with the right pre-planning, you can guarantee that your virtual meeting goes smoothly and as intended.
Introduce All Participants
Depending on the nature of your virtual call, some people may not know everyone involved. So, as people join your group session, make sure you either introduce yourself or wait to be introduced by the host. Take the first 5 to 10 minutes of the meeting to get acquainted with everyone and jot down names you don’t know so you can address people properly throughout your meeting.
We know that during some calls, your participation may not be required. However, that doesn’t give you the green light to do other things during the meeting. Even if your camera feature is turned off for the meeting, you should still be present and listen to what’s happening. You’re important enough to be on the call, so there may be key talking points that pertain to you. Multitasking and doing other things like scrolling through social media, laundry, and dishes can distract you from the meeting entirely, which is poor online meeting etiquette.
Don’t Take a Call from the Couch
By now, you should have a home office set up with a nice desk and chair. If you don’t, iSpace has you covered because taking virtual meetings on the couch isn’t just unprofessional, it’s also distracting. While you’re in your meeting, you should be in a quiet environment with no background noise and should turn off all of your other devices. If you bring beverages to your meeting, make sure you mute yourself before taking a sip. And remember: never eat while on a conference call.
One online meeting etiquette that everyone should practice, regardless of age or position, is active listening. Being on a virtual call with more than a handful of people can create chaos, especially if everyone is trying to talk over each other. Instead of interrupting someone during their presentation or mid-thought, let them finish before you speak up. This way, you help keep the conversation productive and avoid talking over others.
Get the Right Home Office Set Up
When it comes to working from home and proper online meeting etiquette, having a professional and reliable home office is a key element. iSpace Office Interiors not only supplies remote employees with full office suites, but we also help with space planning and art. We know how important it is to stay on task and motivated while working from home, so if you’re ready to elevate your home office space, give us a call at (317) 694-7197.