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.