How to Behave Professionally in Online Meetings (with infographic)
As the Covid-19 pandemic continues, organizations around the world continue to seek flexible work options that allow employees to remain connected and productive.
Do you use web-conferencing tools like Zoom or Microsoft Teams? Did you start using those applications for the first time in 2020?
There has been a meteoric rise in the number of online meetings held every day since March 2020. While video conferencing has long allowed disparate and remote teams to work together, it's only recently been employed in such a widespread way.
As such, many employees need workplace training on how to conduct themselves in online meetings. Let’s dive in to a few tips that can help you and your team display professionalism and expertise at every turn.
Common Errors in Online Meetings
We may be in the middle of the Digital Age, but the reality is that most office workers are used to sitting around long conference tables and seeing one another face-to-face.
When governments around the world started implementing lockdowns and quarantines in March 2020, in-office collaboration came to a screeching halt. For some organizations, normal office activity continued, while other companies put adjustments in place to account for new health guidelines.
But in every case, online meeting platforms became more popular than ever before. One study shows that 30% of organizations started using web conferencing tools for the very first time due to COVID-19. Whether you've been Zooming for years or you are new to this space, it's common to ignore online meeting etiquette and misuse your time on the platform.
Some of the most common mistakes that people make during online meetings include:
Failing to acknowledge participants
Showing up unprepared
Wearing inappropriate clothing
Interrupting others
Setting their cameras or microphones incorrectly
Using a distracting background
Trying to multi-task during the discussion
Eating food or allowing pets to interrupt the meeting
Any one of these could negatively affect your meeting, as well as the opinion of your colleagues and superiors.
The good news? There are tools and tips that can help you avoid these errors down the road. The key is knowing how to prepare ahead of time, so you can make sure you're ready when the camera starts rolling.
Four Best Practices for Online Meetings
Did you know that "Zoom anxiety" is a real condition? It's the stress you feel right before you're about to enter an online meeting. Suddenly, you may find yourself second-guessing every step you've performed leading up to that point.
In one study, researchers found 83% of people are worried about the possibility of a technical glitch. Other concerns include:
Not knowing how to read body language effectively (67%)
Feeling like no one will hear them (56%)
Not having enough time to prepare their appearance (41%)
Wondering if their background is professional (34%)
By following the four best practices below, you can help prepare your virtual meeting environment and give you the boost you need to press "Join the Meeting" with confidence.
1. Look Professional
Even if you're working from home and logging in from your living room, take the time to clean up before you connect. This includes taking care of any grooming rituals that you'd normally perform before heading into a brick-and-mortar office.
As you browse your closet, take your company's dress code into account, and try to look as polished as possible. Your clothing should align with your company's standards and show respect to other attendees.
Also, keep in mind that you want to be comfortable. Otherwise, you may be distracted and uneasy during the meeting, which can take away your focus. Look for formal attire that allows you to move easily and sit for an extended period of time without strain.
The Relationship Between Attire and Attitude
Another reason why we suggest dressing for success? Studies show that donning professional attire can actually result in a major perspective shift. Known as the enclothed cognition effect, this phenomenon explains why you feel more confident suiting up.
According to researchers, dressing to impress can improve your rate of:
Self-perception
Self-esteem
Self-efficacy
They also found that professionals who dressed up for work felt like they had the confidence to vie for a new position. If you want to project your strongest and most assured self, then it's important to look the part.
2. Remove Distractions
How many times do you find yourself looking down at your phone, checking your email, or even eating during an online meeting? Especially if you're logging in from home, you might find yourself immersed in a ton of distractions on a regular basis.
At first, you may think it's possible to multi-task without anyone knowing. You can keep your phone below your desk, and your salad bowl just outside of the camera range. Plus, no one can see the multiple tabs open on your computer, right?
Even if you consider yourself a mastermind at juggling it all, the reality is that only 2.5% of people can multitask effectively. The other 97.5% of us will fumble at least one task as we try to keep all of the balls in the air. Here are a few ways you can minimalize and simplify.
Silence Notifications
Before your meeting, go ahead and silence all digital notifications. Yes, we're talking about that exciting "ding" that notifies you when you receive an email, text, or social media message. It will be there when you log off, and your team members will appreciate your full attention.
Eat Earlier (or Later)
At the same time, avoid participating in any activities that might take your focus away from the topics at hand. This means eating or snacking before the meeting, or after it. Even if you think you're being discreet, it's likely that others can clearly see you chewing!
A glass of water is fine to have nearby, but keep it to that, and be careful with it around your devices (a water bottle with a close cap to prevent spills is better).
Resist Other Chores
This isn't the time to fold laundry, respond to text messages, or even work on job-related projects. Online meetings can contain critical information, including valuable conversations that require your input. Other tasks can wait.
Engaging in any sideline work means not giving 100% to the people who have taken time out of their day to meet with you. In our "always-on" world, it might seem like a stretch to let those responsibilities go. Yet, it can go a long way toward demonstrating your professionalism and drive.
3. Present Well
When it comes to online meetings, it's critical to think about how you'll present yourself. There are three primary ways you can do so. Let's take a look at each one in greater detail.
Check Your Technology
The first step is to make sure your technology is in good working condition.
If your employer requires you to attend online meetings, then there should be measures in place to make sure your device is up to speed. While you don't necessarily need the latest and greatest computer, you should have access to a good-quality microphone and camera.
Most platforms, including Zoom, have features in place that will allow you to check the functionality of those accessories at any time. Take that opportunity as early as possible, instead of waiting until one minute before your meeting begins. That way, if there's a glitch with your mic or your camera is too dark, you have time to correct it.
Adjust Your Background
Next, take a look at your meeting environment. The background should be simple, clean, and appropriate. If you plan to call in from your living room, that means moving the pile of laundry on the couch, or the dishes directly visible in the sink behind you.
Thinking about swapping your real-life scenery for a faux visual? While you may be able to choose from a variety of virtual backgrounds, remember that many of those can be distracting and overwhelming. A beach in Tahiti is not the best background for a work meeting.
If you don't want to show your actual background, then look for a solid-colored virtual alternative that won't take away from your message. Otherwise, look for a basic wall in your home, away from loud noises and other distractions.
Optimize Your Lighting
The same philosophy applies to lighting. The lights around you should be bright enough to illuminate your face effectively but shouldn't cast a glare or shadow. If the room is too dim, then meeting attendees will have to strain to see you, which can also distract from your talking points.
Again, a little pre-planning goes a long way. A few days before your meeting, try to log into your platform at the same time of day. Take note of any adjustments that you need to make to the lights, as well as the background behind you.
Show Positive Body Language
Have you given much thought to your on-screen body language? The way you carry yourself sends a message, whether you mean it to or not.
There are several adjustments you can make to build trust, convey authenticity, and boost engagement with other team members. These include:
Maintaining eye contact
Sitting up straight
Smiling frequently
Keeping your eyes at the same level as the camera
Leaning slightly toward the screen
Keeping your hands away from your eyes, lips, or nose
Are you someone who communicates by using lots of hand gestures? This is a good thing, especially in an online environment. Research shows that the most frequently viewed TED talks feature speakers who use their hands to deliver a message.
Why is this the case? Researchers explain that gestures can make speakers appear more charismatic. They can also increase your engagement rate, as they give listeners something to focus on in addition to your content.
If your hands are especially animated, then you might find that it's easier to move your screen a little farther away. It's possible that they're traveling off the screen, which can affect your ability to communicate.
4. Be Fully Present
There's no denying that an online meeting feels a little different than an in-person one. But that doesn't mean it can't be equally (or more) interesting, engaging, and productive.
This effectiveness hinges on the perspective that each attendee brings to the virtual "table". If everyone is disengaged and disinterested, then the Zoom meeting is doomed from the very beginning. However, it doesn't have to be this way.
It's important to bring the same level of dedication and attention to these meetings as you would an in-person gathering. Doing so not only speaks volumes about your commitment level, but it can also calm your nerves.
Take the time to prepare in advance, making sure you know exactly what you want to say and how you want to say it. Otherwise, it's easy to get overwhelmed by the stress of the moment and forget the key points you wanted to cover.
In addition, come ready with paper and a pen, and take notes as other speakers share. Make sure everyone in attendance can see that you're giving them your full attention. Look at the camera, ask questions, interact with others, and maintain an active presence.
You'll add value to the conversation as you focus on the meeting and nothing else. While it's easy to get sidetracked or distracted, successful team members are those who can hone in on what's important and encourage others to do the same. How much you get out of an online meeting depends on how much you put into it, so plan to put your full self forward.
Find Success in Your Online Meetings
Whether recent workplace changes are perpetual in nature remains to be seen, but forward-focused employees are looking for ways to optimize their digital offices.
This includes knowing how to approach online meetings with the appropriate level of planning and preparation. When you do, you can glean even more value and insights from these virtual sessions.
Along the way, we're here to help you embrace powerful, positive habits that can transform your personal and professional life. By sharpening these critical soft skills, you can find success and balance online and offline. Sign up today to learn more and get started.
For a great reference on how to behave professionally in online meetings, we recommend you check out Season 1, Episode 9 ;)
