Virtual Meeting Tips and Etiquette

Before the Meeting

• Review the agenda (if provided) in advance and be prepared.

• Make sure you are dressed appropriately.

• Seek a quiet space for your meeting.

• Be sure to plug your device into a power outlet to avoid running out of battery.

• Verify you are visible on camera by adjusting the angle of the camera. Try to set your camera to show yourself from the chest or waist up; this is more natural.

• Adjust lighting. Lighting should come from in front of you. Lighting behind you will cause a glare or will cause you to be silhouetted.

• Test your video, audio and internet connection before the meeting.

• Be mindful of your surroundings and background when in a video meeting.  A simple background or a virtual background is best.

During the Meeting

• Use your camera to encourage organic connections and engagement.

• When you aren’t speaking, mute your microphone to prevent background noise from disrupting the conversation.

• Limit side conversations, multitasking and non-essential noises.

• Refrain from private behavior during the call. Remember all other attendees can see you (scratching your armpits, picking your nose!)

• Speak clearly and in a normal voice and volume.

• Avoid quick movements, which may appear jumpy or choppy to others on the call.

• Maintain eye contact with the camera while speaking and do not turn your back to the camera.

• Refrain from eating, drinking, chewing gum, etc.

• Turn off all notifications and mute your phone to avoid interruptions.

• Take notes throughout the meeting. (If you are typing notes, be sure to mute your microphone.)

• Actively participate in the discussion throughout the call and ask questions.

• Show you are actively listening by nodding your head and looking into the camera.

• Stay seated and present.

Tips for Meeting Hosts

• Ensure all meeting participants have the meeting invitation link and materials before the meeting.

• Set up early to resolve any potential issues before the meeting begins.

• If you plan to record the meeting, notify all participants at the start of the meeting.

• Send out meeting notes after the session. Provide deliverables and next steps (agenda notes, assigned tasks, due dates, etc.) and details on when the next meeting will be.

• Use a quick round of introductions to verify everyone’s audio is functioning properly (this also serves as an icebreaker).

• Consider whether Gallery View or Speaker View allows you to better facilitate discussion by seeing many participants at once or by focusing on the person speaking.