The etiquette of online meetings

In the past year we’ve become very used to seeing Zoom, Teams and other platforms in all kinds of places. Many of us have been using them for meetings, presentations and interviews, or even just to catch up with friends and family. They have become ubiquitous in all sorts of media too. On TV we’ve seen them being used on everything from news interviews, to the nightly round-up of tomorrow’s papers. We’ve even seen supporters watching football matches remotely – as screens become a chessboard of small faces. They’ve also been used for podcasts and other online forums and have allowed people to ‘see’ each other, albeit remotely.

Screening calls

Not everyone is comfortable with the format however. Some find it too informal, intrusive even, to have a camera trained on them in the privacy of their own home. As offices struggle to get staff back to work, due to the ongoing restrictions put in place by the UK government, work from home continues to be the most likely scenario for the foreseeable future. This is particularly true for larger office complexes.  But what are the rules when it comes to onscreen etiquette?

There’s some basic no-no’s from the off, like don’t Zoom and drive. But there are many layers to carrying out successful, worthwhile Zoom calls that will be beneficial to all participants. If you’re uncomfortable with the visual aspect – or your IT isn’t up to it – is it okay to not have the camera on and just use the format as audio-only? If you’re happier with that, then why not, but you might find its better received if you explain that is what you are going to do. Some people seem to take umbrage if they’re onscreen and you’re not.

Sound and silence

To minimise background noise, it’s best to mute your microphone when you’re not speaking. This will stop any extraneous noise (a door slamming, a child shouting, a pet growling, the washing machine running) in your room activating your mic and causing you to ‘take the floor’ so to speak. Some software allows the coordinator of the meeting to automatically mute mics their end and introduce speakers as they are needed.

It’s probably best to buy a headset or a freestanding microphone, as the audio input quality on laptop speakers can be less than ideal. Some people use desktop webcams, but the camera in your laptop should suffice, if you’re not broadcasting to millions of people. Make sure it’s positioned properly though, so you don’t look as though you’re stuck down a mineshaft, or looking up out of a well.

Looking professional

Appearance-wise it’s also best to dress as though you were going to work. That Winnie the Pooh onesie isn’t going to present the right image as you pitch for a new client.  You may also have to stand up to retrieve something during the meeting.  You should always concentrate on what is being said and try and avoid external distractions, such as checking your phone, or watching the TV.

Nodding to acknowledge you’re listening and understanding what is being said is a good and won’t interrupt the speakers flow. If your meeting requires a contribution from you, outside of informal conversation, then prepare well beforehand and have notes to hand and prompts, should you need them. But avoid multitasking onscreen if you can help it. Don’t start playing with the printer, or trying to make a cup of coffee, while you’re supposed to be listening.

If it’s an interview or presentation, approach it with the same attention to detail you would as if it was in person. Make sure you have rehearsed what you would like to say and come across as confident and knowledgeable.

Online meetings hopefully won’t be the only answer in the long term, but for the moment it’s something we all need to use. You might as well get good at it!