Make the most of Virtual Meetings

Know Your Etiquettes

GROUND RULES
COME Make time in your day to prepare for the meeting. Do pre-reading
on the meeting agenda so you are clear on the points you want to
PREPARED
put forward.

Make sure you are in professional attire in meetings. Before you

DRESS RIGHT hop in the meeting, ensure that your look is presentable.

Make sure your internet connectivity is stable. Check your webcam

and audio well before time for the meeting. In case you are planning
TEST YOUR
on presenting, you should get the rights of presenter from the
SET-UP organizer. Also check screen sharing option and ensure that only the
documents to be presented are open on your desktop.

Always choose a place with a simple solid color background such

as a wall and not with a place that displays tons of things behind
you. Attendees in the meeting should not be distracted by what is
in the background. You can use virtual background to avoid such
CHECK YOUR
issues. Also, make sure there are no other sounds which might
SURROUNDINGS distract you or others in the meeting – switch off chat notifications
and keep your phone on silent. Always take meetings in a room
which can be locked with no one around. While sometimes you
may not be by yourself in the room, you need to seek your family’s
help to minimize commotion around you.

JOIN AT LEAST
5 MINUTES PRIOR In case you are going to be delayed, you should keep the meeting
TO THE SCHEDULED organizer informed.
MEETING TIME
 It’s essential for all participants to keep their cameras on for the
entire duration of the meeting. In case you are facing issues with
internet bandwidth, switch it off for a while, but it’s essential for
KEEP YOUR
you to be seen if you are required to speak during the meeting. In
CAMERA ON case you are attending the meeting while on the road, you should
disclose the same with the attendees so you can be excused for
external disturbances.

Introduce yourself at the beginning of every meeting.

INTRODUCE Alternatively send introduction in the meeting invite to save time
YOURSELF so that you can introduce with your name and continue.

To ensure that attendees don’t hear other sounds or distractions

KEEP YOUR AUDIO
coming from your workspace, put your audio on mute when you
ON MUTE aren’t required to speak.

In large meetings, to maintain decorum, it’s advised to use ‘Raise

USE ‘RAISE HAND’
Hand’ option before you speak. You can also use Chat Option to
OPTION TO SPEAK ask your question or to share relevant points with the attendees.

Speak Slowly so everyone on the call can understand your point.

Wait for a second before speaking. If no one speaks you are good
SPEAK
to go else wait until the other person ends talking. Always
SLOWLY consider that meeting is online and not everyone's internet
connection will be stable.

NORMALIZE If your colleagues with whom you are scheduled to be in the

meeting are in the same work location, it’s preferred that you
VIRTUAL MEETINGS attend the meeting virtually in accordance to COVID appropriate
IN OFFICES behavior.

In virtual meetings it is very difficult to read expressions of all

LET THE SPEAKER attendees as opposed to physical meetings. Hence speakers
seek approval and ask questions to check if everybody on call are
KNOW THAT THEY on board. It will be good if attendees confirm that they have
ARE HEARD heard the speaker by unmuting themselves, or through chat or by
using the ‘thumbs up’ emoticon on the virtual platform.
Don’ts of Virtual Meeting
DON’T MULTITASK
You are required to be focused and alert. Make sure to not indulge in
other tasks that are not relevant to the meeting. In case you are
required to attend something really urgent which cannot be avoided,
please send a message on the meeting chat or keep the meeting
organizer informed.

DON’T LEAVE THE ROOM DURING THE MEETING

In case you have to step outside for an urgent task, you should put a
message on the meeting chat “Be right back”.

DON’T SNACK DURING THE MEETING

Maintain the decorum of the meeting. Snacking while someone is
presenting can be perceived as rude and disrespectful. Drinking
Tea/Coffee as part of daily schedule during the meeting is fine.

DON’T ATTEND MEETINGS WHEN YOU’RE DRIVING

Don't put yourself or your passengers at risk unnecessarily. Attend
your meetings before you get into the car. If you must attend a
meeting, pull over and park before you click on the ‘join’ option.

DON’T ATTEND CALLS IN PUBLIC SPACE

Avoid attending meetings from public place. More often than not,
confidential information is discussed as part of these meetings. If you
are in a public space, find a corner with less commotion and people,
and do not put your device on speaker mode for others to listen.

Thank You