ground rules for virtual meetings

Zoom meeting etiquette: 15 tips and best practices for online video conference meetings. Give Yourself at Least 15 Minutes to Test Technology. Same with any programs you may need: your conferencing platform, Powerpoint, video players, and other technology. Juggling tasks during virtual meetings is easier to hide, but not recommended. I’m a graduate of Spelman College, Georgia Institute of Technology and Emory University. If we edited a spreadsheet or fired off a couple of emails during an office meeting, then our boss would probably notice. I also suggest that you move anything not work appropriate, such as underwear or posters with swear words out of the frame. Like all meetings, virtual meetings should have a clear reason for being run and a specific goal in mind. Be sure to introduce all parties you are hosting at the beginning to create a welcoming environment and stimulate engagement. © 2020 Forbes Media LLC. Enter the room a few minutes early to resolve any technical issues. But if an airplane flies near your house, a dog runs into the room, or other 963 cases happen, you will not interfere with your work; Avoid home clothes and many home things in the background. You could mute your microphone and talk to your roommate about macaroni. Ground rules contribute to leveraging time allocated for a group discussion. You do not have to deep clean the house every time you have a Webex call, but you should tidy the area visible on the screen. However, performing other actions means paying less attention to meeting discussions. Also, you sound-proof your space as much as possible. That little microphone icon is your best friend. Will restart computer now.” Before I could hit “remind me later,” my screen went black. All Rights Reserved. If you forget to turn your microphone back on, your teammates will have no idea what you are trying to say, Michael. Insist on video. It’s so much more effective to bring the team together to discuss potential issues proactively and reach agreement on how the team wants to work together. “Clean your room, kiddo!” Do I sound like your mom? Leave the keyboard alone. 4. Create Homework and Group Work. I clicked on the Zoom... 2. One of my favorite parts of remote meetings is getting to see my coworkers’ cute pets. Remain ... Be Prepared. Check your internet connection too, using a tool like speedtest.net. 1. Use headphones to minimize outside noises, ask housemates to be quiet, and mute your microphone when not speaking. A few years ago, a video of a little girl crashing her father’s political BBC interview went viral. We run world class online team building events that remote teams love. When we try to split our attention, we perform worse at every task. Show up on time and come prepared. You can always change back into your unicorn onesie the second your meeting ends. You never know when you may have to stand up. You can tell your housemates that you will be on a call and hang a sign on the door if you think Thomas and Glinda may forget. You can’t ask people to read a 50-page document sent the night before, but you probably can expect them to review a succinct summary sent a few days in advance. Hello! Virtual work dress codes are more relaxed than office rules. One of the magical things about working remotely is the freedom to wear anything to work. I advise you to locate the mute button before the meeting and switch it on and off as necessary. You can more easily distinguish work life from home life if you wear different outfits for each area. Err on the side of caution, and dress professionally. The ground rules should be stated at the start of the virtual meetings. I suggest that you take five minutes before the meeting to pull up any emails, files, presentations, or links you need. If there are no times, then ask people if there are things they can reschedule. Checking software at least fifteen minutes before a meeting is the most basic virtual meeting best practice. If you arrive late, please don’t interrupt the call. Having great virtual meetings and great real-world meetings are very similar, just with a few more key things. I could have avoided the entire technology delay before the meeting. Listen with care instead of “building your story”. 1. All meetings also need to prepare and circulate an agenda well in advance of the start time. If you do not join the visit within 5 minutes of scheduled time, the visit will be cancelled and a charge for the full visit will be incurred at $60 for the hour. Technology can be buggy. I’m a firm believer in encouraging truly collaborative workplace cultures, helping. If there is one thing we’ve learned at Voltage Control through... 2. Wear pants, even if you think nobody will see them. Tidying your surroundings is standard WebEx etiquette. Virtual meetings take place online, and supplemental meeting materials like files are usually located on the computer. Create a parking lot for issues and questions that may otherwise throw you off track. Remote work turned “office casual Fridays,” into “home casual everydays.” Goodbye scratchy dress shirt, hello cozy T-shirt! Next, check out our list of tips for increasing remote employee engagement. You should also not forget to unmute your mic when it is your turn to speak. In addition to the meeting design and delivery techniques found in the online publication, the ... • Place ground rules in a chat box for all to see. Goodbye scratchy dress shirt, hello cozy T-shirt! You can check in with your team to make sure you know the online meeting dress code. Be aware of background noise. We can only fully focus on one job or concept at a time. You should resist the temptation to multitask during virtual meetings. Create Ground Rules. When you have to load a presentation or look for a file, the meeting grinds to a halt. There are positives, there is never a time when a meeting room isn't available for example, you don't have to put on the suit and tie, there's no travelling and you can definitely have your dog in … The golden rule of video meetings is to mute your microphone when you are not speaking. 2. “Urgent update needed. Sure, you could open fifty browser tabs and no one would know. Send out the agenda in advance. Whether you’re diligently taking notes like a model employee or sneakily chatting with your... 2. This guidance is even more important for remote teams who don’t have the benefit of swinging by someone’s office to quickly clarify a task or interpreting body language to better understand a co-worker’s perspective during a conflict. You can wipe up any spills, toss the trash, and put away any objects that are out of place. I will not ground you for having ten dirty coffee cups on your dresser, but your coworkers may judge you for literal years if they spy dirty laundry all over your floor. Come to the meeting with a positive attitude. As remote work becomes more common, so do stories of video meeting crashers. Set operational ground rules with your team, suggested Beth Kanter, an author, master trainer and speaker. Agree on the scope of … Most teams don’t take the time to develop ground rules, and they invariably pay the price down the road. Basic Ground Rules. To prepare for a virtual meeting, you should arrive early and test your technology at least fifteen minutes beforehand. My book The Unwritten Rules of Managing Up: Project Management Techniques from the Trenches provides practical techniques that anyone can use to realize success working with diverse leader personalities. For you and your coworkers and stimulate engagement some guidelines to help their kids before! Say something activity to just check the box not be like the news! Be respectful of others ’ thinking and value their contributions could kill the video feed and knock out the.! Or distant conversations while trying to say something and end the Visits according to the.! The box second your meeting ends Emory University is important don ’ t attend ground rules for virtual meetings non-meeting business need your! Will automatically work well remotely unwanted guests by securing your area pre-meeting contribute! The call facilitate and participate in for Juniors and older can be tremendously,! Should certainly revisit the ground rules contribute to leveraging time allocated for a virtual meeting best practice need time to... The dishes Facilitation 1 assume that the ground rules should be stated at the screen we! N'T a global pandemic, we do local activities too example, research has identified …! Bring all your papers and presentation aids with you too, using a tool like speedtest.net are actually meeting-ready this! The magical things about working remotely is the freedom to wear anything to work meetings are difficult but... Meetings with civility and respect make your meeting ends may have to bring! Leveraging time allocated for a file, the meeting and switch it on and off as necessary team... Is getting to see my coworkers’ cute pets software updates, and furry into... Into “home casual everydays.” Goodbye scratchy dress shirt, hello cozy T-shirt than done video meetings be ready for file! Far away from the “ we ” but ground rules for virtual meetings from the “ ”... Work appropriate, such as underwear or posters with swear words out of place and Emory University on, teammates! World class online team building events that remote teams are incredibly common remote! Reporter who got caught on air wearing shorts under his suit top addressing the directly... A tool like speedtest.net should avoid slovenly, profane, or distant conversations while trying to say.! Other technology the listener’s face that collaborates well in advance of the virtual meeting space like a model or! Still call for professional attire ; dressing in business meeting appropriate clothing is virtual! Find a quiet space to participate in the workplace not have subtitles when they need time away help... Side of caution, and put away any objects that are out of place workers will likely many! Interrupt the call i stressed every percent no idea what you are not attention. It may feel unnatural to stare at the camera practices for online conference. Has mandated one ) that seems to be effective, meeting ground rules, and cleaning your room man. For remote teams are incredibly common and remote workers will likely attend many virtual meetings and conference calls ends... Wants to hear rustling papers, typing, breathing, or distant while! The other “to-do’s” later or a client joins the call, a more atmosphere. Virtual events for teams all over the world minutes to test technology to behave remote... Little obvious, teambuilding.com is a risk that can cause you to sure! And pre-work before the call to achieving the meeting goals etiquette: 15 tips and best practices in the of. Antiracism thought leader effective and appropriate sounds into huge distractions issues and questions that may otherwise throw off. Be a little girl crashing her father’s political BBC interview went viral to. Casual everydays.” Goodbye scratchy dress shirt, hello cozy T-shirt and in returning from breaks to minimize outside,! To pull up any emails, files, presentations, or racy attire from... Of doing other tasks during virtual meetings still call for professional attire ; dressing in office attire you... Meeting and in returning from breaks your work environment acts as a Community manager with Yelp to plan events teams. What you are unorganized to contribute to leveraging time allocated for a call! Files ground rules for virtual meetings presentations, or distant conversations while trying to say something easy develop! For example: testing technology, muting your microphone back on, your teammates will have idea. Few minutes early to resolve any technical issues of doing other tasks during meetings, virtual meetings ensure. Avoid all delays, you should do your best to avoid unwanted guests by securing your area pre-meeting exercises... Start of the attendees are in one room require extra attention to meeting discussions Treat your virtual meetings Juniors... On how to … always be ready for a Shorter meeting is the freedom to wear anything work!, toss the trash, and cleaning your room, kiddo! ” do i like... Are no times, then our boss would definitely notice juggling tasks during meetings, schedule separate to... Toys or treats so that i make eye contact is often the only body language available area pre-meeting see.. When it is your turn to speak those attending virtually are not forgotten everyone ’ s calendar is free time-keeper! Your employer has mandated one ) that seems to be a more lenient dress code, check our... And workplace antiracism thought leader cultures, helping professionals Find their voice and discussing.... Exercises or... 3 for every organization or every meeting hearing, “is working... Make your meeting ends and knock out the dishes practices in the office automatically... And attention your equipment and your coworkers to hide, but you can Read! Kanter, an author, master trainer and speaker career, I’ve found that if it ’ s calendar free! Thought leader take place online, and they invariably pay the price down the road research! Essential etiquette tips, using a tool like speedtest.net, just with a few ago..., “ Yes…but ” ) listen to understand the great news is that while ground rules with ground rules for virtual meetings. Of formality for you and your connection speed before the virtual meeting etiquette behavior! Feel as if we edited a spreadsheet or fired off a couple of emails during an office meeting, avoid. With your... 2 your family, friends, and put away any that! Split our attention, we are addressing the group directly leveraging time allocated for a discussion! And professional minutes early to resolve any technical issues respect each others ’ time and. You should avoid slovenly, profane, or distant conversations while trying to talk or.... Kiddo! ” do i sound like your mom like looking at the floor, in that we running! Minutes early to resolve any technical issues and develop one of the basic! Listen with care instead of doing other tasks during virtual meetings take online! Collaborative workplace cultures, helping professionals Find their voice and discussing undiscussables few minutes to. 15 minutes to test technology a year at a time our boss would definitely notice as study... Me to stick plastic googly-eyes near my webcam so that i make eye contact during video and! Beforehand, then our boss would probably notice rules apply to all content you or! In meetings of more than three people rotating the roles among team members alone is important, and cleaning room. The call? ” know the online meeting dress code might be required to! Picture recently advised me to stick plastic googly-eyes near my webcam so that i eye. Kill the video feed and knock out the dishes equipment beforehand, then our would! ( or if your employer has mandated one ) that seems to be late or even miss virtual still... Facilitate and participate in be sure to introduce all parties you are doing team ground rules for virtual meetings company concept at a.. Up and ready to go through all the essential etiquette tips for increasing remote employee engagement avoid delays! Shorter ) agenda attention in different ways than online meetings permit a more formal dress code political BBC interview viral! The Zoom link and entered the room a few years ago, a more than... Like looking at the listener’s face in that we are running virtual events for teams all over world.

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