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Some guidelines for virtual meeting etiquette

As the world becomes increasingly connected through technology, virtual meetings have become a common way for individuals and organisations to communicate and collaborate remotely. However, many people overlook the importance of virtual meeting etiquette, which can lead to a lack of professionalism, miscommunication, and even lost opportunities. 

In this article, we will explore the best practices and guidelines for virtual meeting etiquette, including how to prepare for a virtual meeting, how to behave during a virtual meeting, and how they can help ensure successful and productive virtual meetings.

What Is Virtual Meeting Etiquette?

Online meeting etiquette is a set of guidelines that outline appropriate behavior and communication during virtual meetings. Following these guidelines can help ensure effective virtual meetings, remain productive, and foster positive working relationships. Here are some essential tips for online meeting etiquette:

1. Be on time

Just like in-person meetings, being on time for virtual meetings is essential. Try to log in a few minutes early to ensure that everything is working correctly and that you are ready to start the meeting on time.

2. Dress Appropriately

Even though virtual meetings take place remotely, it is still essential to dress professionally. Dressing appropriately can help you feel more confident and prepared for the meeting.

3. Test your technology

Make sure that your internet connection, microphone, and camera are working correctly before the meeting. This will help avoid any technical difficulties that could disrupt the meeting.

4. Minimise Distractions

Minimise distractions during the meeting by turning off notifications and closing unnecessary applications on your computer. Find a quiet and distraction-free space to participate in the meeting.

5. Be Respectful

Be respectful of other attendees' time and opinions during the virtual meeting. Avoid interrupting others, and listen actively to what others are saying.

6. Follow Up

After the virtual meeting, follow up with any necessary actions or tasks. Send a thank-you note to the meeting organiser and attendees, and ensure that any follow-up items are completed promptly.

7. Follow Protocols

Follow proper communication protocols during the virtual meeting, such as raising your hand to speak, waiting for your turn to speak, and muting your microphone when not speaking to reduce background noise.

8. Avoid multitasking

Stay focused during the meeting and avoid multitasking. Give your full attention to the meeting and actively participate in the discussion.

9. Use appropriate body language and facial expressions

During virtual meetings, nonverbal communication is essential. Use appropriate body language and facial expressions to convey your message effectively.

How can virtual meeting etiquette help ensure successful and productive virtual meetings?

1. Enhances communication 

Proper virtual meeting etiquette helps facilitate online meetings and enhance communication between participants. When participants are attentive, respectful, and engage in active listening, it helps facilitate better understanding and encourages productive discussions.

2. Improving efficiency and productivity

By following virtual meeting ethics, meetings can be more efficient and productive. Following proper communication protocols, being on time, and avoiding distractions can help ensure that meetings stay on track and accomplish their objectives.

3. Minimising Distractions

Virtual meeting etiquette can help minimise distractions during the meeting. By muting the microphone when not speaking and avoiding multitasking, attendees can stay focused on the meeting and avoid distractions that may disrupt the flow of the meeting.

4. Building Relationships 

Online meeting etiquette promotes building positive and respectful relationships with other attendees. Being on time, dressing appropriately, and showing respect for others' time and opinions can help build positive relationships and foster a culture of collaboration.

In conclusion, virtual meeting etiquette has become the norm rather than the exception, and it is critical for ensuring successful and productive virtual meetings. By promoting effective communication, building positive relationships, minimising distractions, ensuring preparedness, and improving efficiency, virtual meeting etiquette can help ensure that virtual meetings achieve their objectives and contribute to the organisation's success.

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