We are taught manners and how to behave in certain situations as children, but our parents didn’t have the internet and modern technology back then.
While our general good manners would still go a long way, we should mind learning new techniques when doing video meetings like Zoom.
Considering that most of the world has been working remotely and the trend is here to stay, learning the new etiquette could be on the list for soft skills needed. Businesses have had specific criteria for soft skills related to each position in the past, but Zoom etiquette and digital know-how have been added to the ever-expanding requirements.
Get started with the best practices for proper Zoom etiquette by reading more here:
1. Notify The Attendees
All the attendees would have to be notified before starting any meeting, whether online or in person. The attendees should confirm that they will attend for the necessary arrangements.
For online meetings, an email could be sent from Zoom with the meeting details and the link that they can use to connect to the forum. Ensure that the proper Zoom etiquette and a friendly, inviting tone are used when sending out the invitations.
2. Prepare The Meeting Materials
When the attendees have confirmed, it would be best to send the meeting materials to everyone beforehand.
Everyone should be asked to keep their spreadsheets, manuals, handouts, or other materials available during the meeting to refer to them during the session. Constantly sending documents to members of the panel could be highly disruptive.
Know more about: Zoom meeting recording app.
3. Conduct Introductions
It can be very nerve-wracking joining a meeting and not knowing half of the people there. Introducing everyone in the Zoom meeting would be just as important when we meet new people.
General courtesy and manners should still be used even if the meeting is online. It is considered rude when people are not introduced to the other participants by the meeting host. Hosts should be mindful of new participants and include them in the introduction part of the meeting.
4. Have An Appropriate Environment
Backgrounds make a big difference in how you will be perceived during the meeting. The backdrop to your online business meetings should be clean and appropriate when working remotely.
Unless you are ill and supposed to be in bed, don’t log into a meeting while under the sheets. Make an effort to get up and find a neat spot in the house where you can comfortably and quietly sit for the meeting duration.
5. Turn Your Camera On
Remote workers have found it challenging to dress up into office-appropriate gear, and most choose to be off-camera entirely. This could reflect poorly on the person attending the meeting and discourage the social connection between team members.
Unless there is a good reason not to have the camera on, you should always view it during meetings. Ensure to look into the camera when talking or responding to someone to feel that the meeting is happening in real life.
Eye contact could form lasting bonds, even if it is done online.
6. Avoid Distractions
There is nothing more annoying to other attendees than one person constantly disrupting the entire meeting with their distractions.
Keep noise to a minimum, and make sure that the microphone is muted when you are not actively participating in the meeting. Children yelling and playing loudly, animals barking or screeching, and household appliances are everyday background noises that could cause distractions.
Other hindrances could be attendees not focused on the discussions doing other things. At the same time, the meeting is ongoing, obstructions of the camera or microphone, and items around the person in the room’s background.
7. Prepare Your Devices Beforehand
Not all devices work the same, and some may have trouble connecting to Zoom’s audio or video components.
Always make sure that the latest version of the software is loaded, as this may eliminate some connection issues. If it is the first time connecting to a Zoom meeting, it may be good to check that the video and audio are working properly before the meeting starts.
In general, good manners when attending a meeting would include dressing appropriately, being on time, making eye contact, and engaging with the other attendees in a polite, business-like fashion.
These manners should still be adhered to when switching to online meetings, but the new Zoom etiquette should also be kept in mind. Not only will you be perceived as being more professional, but other attendees will also respect the stylish approach. So, brush up on your manners and etiquette before scheduling or attending the next meeting.