Last year saw a massive rise in remote working and virtual meetings. Business video calls are now more of an essential tool rather than an innovative, optional one. In fact, recent statistics show that video conferencing experienced a staggering 535% rise in daily traffic in 2020.
Virtual meetings require a different type of etiquette than face-to-face meetings do. Here are 9 etiquettes to follow for successful virtual networking events.
If You’re the Host
Always overestimate
This doesn’t apply to every situation, but it does apply to scheduling meeting times. If you think the event may take an hour, schedule an hour and 15 minutes. No one will mind if the meeting ends early, but a meeting running late can disrupt their plans for the day, and no one will thank you for that.
Test, test, test
Test the platform, test the sound, test the video. Don’t wait till attendees show up to fix last minute issues.
Make it easy
Use calendar integration so attendees can add it to theirs and be reminded. Offer attendees multiple ways to join. Don’t just assume they will be at a laptop or computer. Give attendees a way to join from a mobile phone if they prefer.
Be fair
As host, it’s your responsibility to make sure every attendee gets the chance to be heard. This means you might have to moderate. Some personalities find it easier to speak up and ‘dominate’ a meeting, while others find it incredibly difficult. Part of being the host is making the meeting space a comfortable one for everyone. If you realise someone isn’t contributing, encourage them directly by asking them to share their thoughts or presentation.
If You’re an Attendee
Switch off
Your phone, your tablet – anything that could cause distractions, just as you would switch off or put your phone on silent mode for a face-to-face meeting. This shows respect for the other attendees and helps you to focus on what’s happening in the moment. Also remember to mute your microphone when you aren’t speaking so the background noise doesn’t distract or drown out the others.
Proper presentation
Working remotely was an invitation for many of us to dress more comfortably and casually. That’s all well and good when you’re on your own, but it can lower the tone of a professional virtual meeting. To be safe, stick to the policy of dressing for a virtual meeting as you would, for an in-person one.
Avoid multitasking
Multitasking is king in some situations, but not in this one. For a virtual networking event to work, each attendee needs to give it their full attention and focus.
Short and memorable
Prepare your pitch or presentation keeping in mind that people’s virtual meeting attention span is not very long. The goal is not to give out all the information, but to raise interest. Keep it short and engaging.
Do your prep
Find out who else is attending the event in advance and do your homework on them. Knowing your audience helps you use the right terminology and angles, making the event more effective for everyone.
