Hi, I recently joined a company as a developer. Due to the pandemic, I opted to work from home. Daily I need to attend virtual training session calls and join conference video calls. I am new to attending conference calls. Can someone please suggest to me some tips and tricks make meetings productive and pleasant? How my behavior should be and What are the do’s and don’ts while attending virtual video conference calls and training sessions? Thank you.
What are the top 10 conference call etiquette tips?
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Swathi
Due to the pandemic situation caused by COVID and its variants many companies are still continuing work from home to maintain business continuity. Online video conference meetings are not new. Many people got habituated to virtual meetings as virtual meetings have taken on a life of their own. But the people who are new to these conference calls should follow some conference call etiquette tips. Let us see some tips followed by members participating in video conference calls:
1. Prepare an agenda
You can extract the most out of an online meeting by setting an agenda and sending any slides or material before the meeting. Also, following an agenda will prevent meetings from extending too much. This respects everyone’s time, especially parents who are juggling childcare and work.
2. Dress appropriately
Dress appropriately in workwear (and don’t assume people can’t see you from the waist down).
Clients will judge the way you present yourself–from the way you speak to how you dress. Also, dressing well will put you in the mindset for productive work.
3. Have an appropriate background and surroundings
You may not have the space for a home office but that doesn’t mean that you cannot keep your background neat and presentable. so try to set up your background before the meeting starts.
4. Mute microphone when not talking
It is good online meeting etiquette to mute your microphone when you’re not talking so that your background noise does not disturb the speakers.
5. Don’t eat during meetings
Nevertheless, avoid snacking during meetings because it hinders your concentration and disturbs other participants. Do we even need to say how unprofessional you will look if you’re munching during a call with a prospect?
6. Start with introductions.
It is considered rude to enter virtual meetings and fail to introduce yourself. Good virtual meeting etiquette demands that you say hello and announce your name.
But remember not to interrupt someone or speak over somebody–it leaves a poor impression of you. If you’re the host and the participants are not familiar with each other, have a round of introductions before starting with the agenda items.
7. Test your setup beforehand.
A good way to respect other people’s time (and avoid wasting time fixing technical issues) is to enter the meeting a few minutes early. This gives you a chance to check if your camera and microphone are working properly. You can also fix any issues with lighting or background before the meeting starts.
8. Look at the camera, speak clearly, and be present.
It is difficult to pick up body language cues on video calls or to look at everyone at the same time. Help your prospects and co-workers hear you well by looking directly at the camera and speaking clearly.
Don’t try to multitask during a meeting as you might miss something important. Project positive body language, sit up straight and don’t make sudden movements. Other people will not be able to see you clearly.
9. Do not type on the keyboard during meetings
The microphone on your computer is very close to the keyboard, so if you answer emails or type notes during a meeting, it will disturb everyone. It will also prevent you from paying full attention to the meeting. Use a pen and paper and a headset to avoid distractions and take notes.
10. Protect sensitive or confidential information
If you’re going to be using screen-sharing tools to collaborate during an online meeting, remember to remove sensitive or confidential information from your screen. Turn off notifications and keep your desktop neat and clutter-free.
Thus, it is important to be aware of these conference call etiquette rules and avoid embarrassing gaffes. Some other tips are as follows:
1. Mute yourself when not speaking.
2. Be on time.
3. Ensure your technology works correctly.
4. Use technology to fully engage remote participants.
5. Choose the proper software and hardware. Concentrate and pay attention to the call.
Hope this information is helpful. If there are elder people in your family who are about to retire, you may read the below link for some more information:
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