Online Etiquette to Follow During Video Conferences

Technology has been a blessing during this challenging global health pandemic. Even though physical gatherings and meetings are not allowed and may have health repercussions, video conferencing has enabled people to remain productive.

But video conferencing – especially for work purposes – requires the same courtesy and professionalism in person meetings. What you should do and not do when in the actual presence of your colleagues should be the same video conferencing etiquette you should practice when in an online meeting.

The COVID-19 pandemic accelerated the usage of video conferencing because of social distancing concerns. But even before this, it was forecasted that 50% of workforces will venture into remote work in 2020. The pandemic accelerated the implementation of remote work for many businesses.

Here are video conferencing etiquette tips for the appropriate code of conduct when hosting or participating in online meetings and conferences:

1. Punctuality

Just because you are online it doesn’t mean you can disrespect the time of others. Everything is more apparent during online meetings. If you come in late, it can annoy and interrupt someone speaking. Make sure to be online a few minutes before the set appointment.

2.Test and get familiar with the technology  

Allot additional time for troubleshooting any technical problem. You may start the conference on time but will eventually waste time trying to fix hardware or connection issues. This will be counterproductive. 

Do test runs before the meeting to sort out any potential issues. Days or hours before the meeting, make sure everyone is on the same page by coordinating the computer hardware and conference software that they will be using. This foresight helps avoid problems during the actual meeting.

3. A presentable look

During work-from-home setups, it is easy to lose track of the day or even your wardrobe. Be mindful of your appearance.

It’s not only the way you dress that matters. You should always be conscious of how you look in front of the camera. Frame it properly to make sure the perspective feels natural and at eye level. Avoid awkward camera positions where they see the sides of your face or your nostrils. 

Lighting conditions are also necessary because it affects your video quality. Virtual meetings are replacing in-person meetings which means that there needs to be a connection. If the video is too dark or too grainy, connecting will be more difficult. 

4. Full attention 

The little things matter. 

• Listen and pay attention to what the participants are saying. Do not answer emails, take phone calls or have conversations while on your online meeting or call.
• If someone else is speaking, make sure you don’t create unnecessary noise that can annoy everyone. Make sure you mute your microphone when it is not your turn to talk so as not to pick up irritating sounds such as sneezes, coughs, or typing on the keyboard.
• Do not try to speak at the same time as other participants. 
• Maintain eye contact throughout the conversation. Be in the moment. Don’t do multitasking by checking your emails or working through your presentations when someone else is speaking. You can do these later. 

Remember that courtesy is critical.