23 Nov (Virtual) Best Practices. Click to keep reading…
We have all been through a lot in 2020, and a return to normalcy seemed to be peeking its head around the corner this summer. Unfortunately, with the recent uptick in COVID-19 cases it appears we are destined to find ourselves in front of our laptops and monitors for another long stretch. While most of us have educated ourselves on the various virtual meeting platforms, it is always safe to take a step back and refresh ourselves on the etiquette of hosting or attending a virtual meeting.
While many of these would be an assumed standard, I’m sure each of us knows a time or two where an attendee has dropped the ball!
1. Proper Attire!
While there isn’t a pressing need to be “suited-up” for every call, dressing as if you were in a conference room with your customers or co-workers should be the standard attire for your virtual meetings. If it is a weekly conference call with your internal team, you can always “read the room” to see if others are taking a more casual approach.
2. Prepare a Neutral or Professional setting
Not only do you not want others viewing your background to be distracted by a mess, flashing lights, or noises, you too will gain more from a clean, prepared workstation with the ability to stay engaged in what is going on during your call. Have your necessary tools available for jotting down notes, the appropriate files, calendars, etc.
3. MUTE!
This is one that seems to elude many of us throughout a conference call – especially when some are dialing in from their phones rather than in front of their laptops. Be cognizant of that microphone button on your phone or your laptop!
4. When Hosting a Call…
a. Be the first to arrive! Don’t leave your attendees locked out until your arrival for obvious reasons. It is disrespectful of the time of those you have invited, and is the equivalent of showing up late to a meeting others have traveled to attend. If something comes up, simply adjust your meeting start time.
b. Limit Invitations. If the call is to cover something that can be handled between a buyer and a customer without design, quality, logistical concerns, be respectful of those departments and their time.
c. Clean the Plate. If you are hosting a meeting, it is good practice to share with all that attended what was discussed, what action items remain, and what follow-up will be required. A virtual screen or not, this is just good business practice!
As a person that thrives on personal interaction and having face-to-face conversation, I look forward to getting back to the “real world” as soon as this pandemic allows. Until then, I hope some of these points, while simple, are helpful reminders to run an effective virtual meeting.–Commentary provided by Zack Hicks, Business Development at Lupton Associates
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