Common Mistakes in Virtual Meetings

Steering clear of common mistakes
Be sure to observe the following don’ts in virtual meetings:

» Don’t be late. When you’re late, attendees notice, especially if it’s a small meeting. Being late can give the impression that you don’t care or that the meeting isn’t important to you. A better option is to try not to schedule meetings back to back so that you have some time to dial in early. Make sure your audio and video are working and on. Introduce yourself before speaking so that everyone knows who’s talking.

» Don’t move around excessively. It’s distracting and can come off as though you’re anxious. Keep your body movements minimal or stand if it helps you to stay focused and keeps you from fidgeting. If you like to talk with your hands, make sure they don’t distract from your message or get in the way of reading your facial expressions on camera. If you have to move from one room to another because of sound issues or quality, turn off your camera and mute yourself for a minute until you get settled.

» Don’t be too far away. Some people don’t like the way they look up close on the camera, so they sit far away. But proximity plays a big role in how you’re perceived as a communicator and can impact your levels of engagement. Be sure that your head, face, neck, and upper torso are visible so that people can see your body language and facial expressions.

» Don’t eat. Even if the meeting falls during your normal mealtime, don’t eat during your video call. Just because people can’t smell it doesn’t mean they can’t hear or see you chewing. No one wants to see you stuff your face while discussing important business matters, unless it’s a virtual happy hour or virtual dinner — then go for it!

» Don’t speak too softly. When meeting virtually, speak slightly louder than usual. In addition to making sure others can hear you, it conveys belief and confidence in your message. Think about what volume you would use if you were in a large conference room, and use that voice on your virtual calls as well.

» Don’t interrupt. A well-run meeting allows everyone a chance to speak and is usually done round-robin or via a virtual conference table that you set up ahead of time. If that practice isn’t set up for your meeting, wait until other attendees are done talking before you share your insights. If you have talkative team members who take up too much time, consider giving everyone a time limit when they speak to address this issue.

» Don’t multitask. According to a study by InterCall, 65 percent of people do unrelated work, 60 percent read or send emails, and 43 percent admit to checking social media during virtual meetings. All of these behaviors are no-no’s. Give the virtual meeting your full attention. It’s more productive and more respectful. » Don’t carry on side conversations. You wouldn’t do it in a face-to-face meeting, so you shouldn’t do it in a virtual one. That includes talking, texting, or chatting with anyone not in the current meeting.

» Don’t leave the meeting without notice. Be sure to say “goodbye” when you’re leaving the video call, either by speaking up or using the chat window. That may seem unimportant, because people will likely see your image leave the screen when you hang up, but practicing this simple but thoughtful gesture is good meeting etiquette and is never a bad idea.

» Don’t be silent. You’re in the meeting for a reason and your voice matters. Be mindful of how long it’s been since you provided input. Use the rule of three when attending a meeting: Provide three solutions, ask three questions, or give three insights. This shows that you’re an engaged and valued member of the team.

Source: Working From Home by Tara Powers, MS, et al.