Last month, we posted on “the world of meeting formats”—pros and cons of virtual/hybrid meetings compared with in-person meetings. Today, we dive deeper into the “how-tos” of digital participation.
Be Prepared
There are two questions to answer before every virtual meeting:
What digital platform will be used? Zoom isn’t the only player in the game. Your meeting may be on Microsoft Teams, Google Meet, or another option. If this is your first time on a platform, look up its features in advance. And be sure your device is properly equipped to open the meeting link!
Where will this meeting be on the casual-to-formal spectrum? At some virtual meetings, it’s perfectly normal for participants to wear T-shirts and share screen space with their cats. Other meetings are strict about traditional corporate appearance—in which case you’ll probably be warned in advance. If you aren’t sure what’s expected, wear your best business casual.
If Others Will (or May) See You
Of course, some meetings disable all cameras except the presenters’, and no one ever sees the other participants. However, unless you know for sure that no one expects you to show yourself, there are things best avoided in even the most casual meeting:
- Showing up uncombed, unshaven, and/or rumpled
- Visible slouching
- Nose-blowing, head-scratching, gum-chewing, or anything similar
- Camera views that cut off part of your head
- “Backlit” views that turn your image into a shadow
Other tips:
- “Pants optional” jokes notwithstanding, it’s best to be presentable from head to toe—if only because you might need to stand up sometime during the meeting.
- If you’re joining via smartphone, secure it in a fixed eye-level position.
- Look straight at the camera whenever possible. If you need to tilt your head to read words-based visuals (as is often the case for eyeglass wearers with multifocal lenses), keep your range of movement small.
- If you use a virtual background, pick one that fits the tone of the meeting. And that doesn’t clash with whatever you’re wearing—or match your outfit so perfectly that your head looks disembodied.
Additional Do’s and Don’ts
- Keep your mic off when you’re not speaking—but remember to turn it back on before you start talking again.
- If background noise is a concern, use a headset.
- If open chat is on, don’t get over-absorbed in “side conversations.”
- If you have a chat message for another participant, double-check before sending that the message is addressed to the right person.
- Don’t multitask—even if no one will see what you’re doing in your computer’s other windows or on your desk below the screen.
- Don’t eat during a meeting unless the invite specifically mentioned “lunch”—and even then, avoid anything that drips, squirts, or smears. (At any meeting, water or coffee is all right if consumed in small, intermittent sips.)
If You’re the Meeting Organizer
Being in charge of the meeting brings a few extra responsibilities:
- If participants need leader approval to enter the meeting room, keep an eye on the “waiting area” so no one is left hanging indefinitely.
- Be a good moderator: know how to tactfully interrupt if someone talks too long or goes off track.
- Know how often you’ll pause to answer questions posted in Chat/Q&A. Stay flexible in case there are more questions (or they’re more immediately relevant) than anticipated.
- If you have nonverbal participants, let them know they’re welcome to raise their hands and answer by chat when called on.
Finally: If You Experience Technical Difficulties
The best-organized digital meetings occasionally go astray—via power outage, cranky connections, or misplaced files. If this happens to your meeting:
- Participants: Alert the organizer via chat (just once, not every fifteen seconds until things are fixed). If the problem is that you can’t get into the meeting, send a text message instead—and if that doesn’t work and you wind up missing the meeting, send your apologies with a request for a recording or notes.
- Organizers: As soon as the problem is recognized, apologize and let the participants know what’s being done to fix it. If the fix takes more than five minutes, keep everyone updated. In the unlikely event that you have to abort the meeting entirely, send an apology—and rescheduling instructions, if any—to the whole list as soon as possible.
- Everyone: Keep calm, be patient, and don’t let “tech rage” tempt you.
Best wishes for your next virtual meeting!