We have been Zoom-ing and Teams-ing for years and while the frequency of these video meetings may have subsided since the height of the pandemic, the format is here to stay.
People have “Zoom Room” fatigue and Teams Meeting “taxed-outed-ness.” So being intentional can keep the time to a minimum and maximize the technology to bring value through a video meeting.
Here are four aspects of video meeting etiquette:
• After having sent a brief 2-4 item agenda out with the link in the email invitation, be sure to log in on time and check your video and audio settings.
• Have a professional, and clean, background for video. Be present. Don’t eat during a meeting and keep drinking to a minimum. Drink liquids from a clear glass. Resist using the screen as a mirror and maintain eye contact through the camera on your device while paying attention to how your body language impacts the energy of the meeting. Set yourself up for no distractions by turning off notifications and not having your phone on with sounds during the time you committed to be present. Get your water, go to the restroom and ensure your lighting is good before the meeting so that you are not thinking of other things when the focus is intended in the video session.
• Be appreciative, thank the attendees and allow introduction through you, the host, or if time permits, by each person. Keep this brief with name, title/role and part in the meeting success. This keeps people aware, and engaged, for when the meeting agenda topic comes everyone knows who will be sharing/speaking. After introductions, share that you are muting everyone and when someone is up to speak, use chat to remind them to please unmute.
• Stay on task and on time, and end on time or early. It’s good to schedule a meeting for 20 minutes and plan to stay on for 30 or schedule a 45-minute meeting and plan to be on for an hour, not to not feel, or be, rushed. In other words, plan for more time than you think you will need. No matter what, as the host, be the last person out of the meeting so that any questions can be addressed. ♦
Debbie Lundberg is the founder and CEO of the Florida-based firm, Presenting Powerfully. She is a 12-time published author, certified virtual presenter, certified life coach, certified leadership coach and certified image consultant. She co-hosts the Business Of Life Master Class podcast. Her book, Remote Work Rockstar, has become a guide for working and leading virtually.