How to Improve Your Video Conferencing Etiquette: 7 Tips for a Successful Virtual Meeting

March 14

Beyond the App

Virtual meeting facilities do so much for organizations and businesses. They allow both on-site and remote participants to be part of collaboration efforts, ensuring that the greatest number of relevant persons are involved in various endeavors.

However, it is not without its challenges. Background noise, poor internet connection, and other factors can reduce the positive impact that the video conferencing meeting would have had. There are certainly things that are out of everyone’s control. However, by following the right video conferencing etiquette, you can get the most positive impact out of the virtual meeting.

What Is Video Conferencing Etiquette?

Video conferencing etiquette refers to best practices and guidelines that help ensure that online meetings remain productive and professional. These are meant not necessarily to control the behaviors of all other participants in the meeting room. The goal is to limit the effects of uncontrolled factors like internet connection issues to retain effective video conferencing.

As you will see in the next section, video conferencing etiquette isn’t something that is applied during the meeting itself. Your actions before it begins help with increasing the odds that everything will go smoothly.

Why Should You Care About Video Conferencing Etiquette?

We’re not setting up rules just for the sake of it. Good video conferencing etiquette can positively impact the experience of everyone in the meeting room. If everyone adheres to agreed-upon best practices, the virtual meeting will be able to yield the following results:

Increased productivity. Without a lot of unnecessary distractions, everyone will be able to focus on the task or issue at hand.
Enhanced communication. For one, any misunderstanding will be avoided. Everyone will also be focused on the objective instead of occasionally straying from it.
Accomplish tasks more quickly. The etiquette essentially sets up a system of what you can or can’t do. Everyone’s efforts to abide by these rules ensure that the meeting flows more smoothly.
Promotes team dynamics. The opportunity for real-time interactions is not as abundant with virtual setups. And if everyone feels in sync during the meeting, they’re more likely to work better together even afterward.

Virtual meeting etiquette only serves as the virtual translation of what already works well face-to-face. All virtual meeting connections should be respected, and you show this by being mindful of your actions. Beyond the positive effects that it will have on the meeting itself, you should care because that’s what would have been expected of you in a physical setup.

Maintaining Video Conferencing Etiquette: Which Practices Can Have the Biggest Impact?

Assuming that you use a quality video conferencing software like Gem Space, issues will most likely be coming from the devices used by remote participants or the remote participants themselves. By implementing these best practices, you can do your part to maintain good video call etiquette.

Prepare for the Call

Your main connection to other participants will be your device. So, to ensure that it’s in working condition and that everything else is in order, let this serve as your checklist:

Perform a mic test to see if there’s any background noise
Look at your video and see if there’s anything unprofessional in the background
Alternatively, select and activate a virtual background to be used during the meeting
Check the video quality
Set up any external speakers, microphones, or other paraphernalia

Once you’ve done all these things, you’re ready to join the call. Feel free to eat or drink beforehand, so you don’t need to do so while the meeting is in progress.

Prepare Any Relevant Documents Beforehand

Let’s say that the rest of the people on the call are expecting you to give a presentation. You should make sure that the deck that you’re going to present is ready for screen sharing. This eliminates the dead air as you look it up when it’s time to present.

If the document in question needs to be shared with the rest, why not send it before the meeting? Then, prepare a shareable link, just in case.

Mute Your Microphone When Not Speaking

Yes, even if you’re mainly controlling the flow of the meeting. Muting your microphone ensures that:

The person currently speaking will get all the attention
There won’t be any feedback, echo, or background noise that will distract from the conversation
You’re not inadvertently sharing with other participants something that you’d rather keep private

If you’re facilitating the meeting, we recommend proactively monitoring who among the people on the call have their mics on. Assuming that it’s not their turn to talk, mute them.

Establish Rules Before Starting

Even though we’re talking about video conferencing etiquette right now, it doesn’t mean everyone is aware that there are such rules. So, to have common expectations during meetings, establish rules. You can include some of the items here, such as keeping the mic muted unless you are called to talk. To introduce these rules, we recommend doing the following before the meeting:

Include the expected video conferencing etiquette as part of the invitation.
Share a screen where all participants can read these rules as you all wait for the meeting to begin.
Read the rules for the last time before officially starting the meeting or conference.

Any expectations should be laid out clearly and worded in a way that cannot be left up to interpretation.

Create Clear Objectives and Agenda for the Meeting

Having clear objectives allows the moderator to guide the discussion so that no time is wasted on anything that doesn’t help meet them. Think of it as creating an outline for an essay or a report that you’re going to write. Start with the agenda, then break it down into smaller objectives that you can discuss one by one.

But even if you’re just a meeting participant, having personal objectives and an agenda can be useful. By knowing what you want to take out or contribute to the call, you’ll be able to meaningfully collaborate with others.

Listen Carefully

Paying attention is important because it shows respect and professionalism. After all, you wouldn’t want others not to give you their full attention when speaking, would you? Because this is all happening online, you obviously don’t have to maintain eye contact. But if your camera is on, it should show that you’re not distracted.

You may not have to maintain eye contact, but why don’t you write down anything of note? This also helps deepen your understanding of the discussion.

Speak Clearly

Unless you’re using the best quality mic, some of what you say will most likely be lost if you mumble. By speaking clearly, you can:

Eliminate the chances of someone asking you to repeat something
Avoid being misheard
Potentially get through listeners with slower connections

The video conferencing technology that you’re using can only do so much! If you’re using our Gem Space app, speaking clearly also helps ensure the accuracy of our free auto transcription and translation feature.

Which Video Conferencing Etiquette Faux-Pas Should You Avoid?

We’ve talked about all the right things. And to make sure that you don’t accidentally initiate and engage in any taboo behavior, read about these not-to-dos:

Choosing a public area for the video call. Ideally, you should be in a quiet location with no distractions. If that’s not possible, try to implement workarounds like using a virtual background and a noise-cancellation mic.
Readjusting your camera positioning. Sometimes, this is hard not to do if you’re on your laptop or just holding your phone. In such a case, you should either use a stand for your webcam or not touch your laptop unless completely necessary.
Dressing too casually. The meeting may be virtual, but you’re still expected to maintain a certain level of professionalism. So, even if you’re in your personal room, get dressed up… at least the part that’s seen on the screen.

A lot of issues can be avoided by asking yourself this question: Would this behavior be acceptable if I were really in a meeting room? If your answer is anything but an absolute yes, then you should refrain from doing it.

A Good Video Conferencing Etiquette: The Key to Smooth and Productive Meetings

Proper virtual meeting etiquette can help in keeping everything organized, respectful, and productive. Should some experience technical difficulties, preparing a backup communication plan (ideally in a less bandwidth-intensive format) will ensure that no one gets left out of the conversation.

Quality video conferencing technology can also affect the overall flow of the online meeting. Whether the team prefers desktop or mobile, you can trust Gem Space to deliver crisp, clear audio and video quality. Up to 1,000 users can be in one audio call or video conference. Our app also transcribes voice messages and translates them into other languages for free. Download it today!