Etiquette and best practices in virtual meetings and videoconferencing

Advance Preparation: The Foundation of a Successful Meeting

To ensure that a virtual meeting is professional and productive, preparation is an essential step.

Before the meeting begins, it is critical to check all the technology involved. Nothing is more frustrating and disruptive than a technical glitch just before the meeting begins.

Make sure your internet connection is stable, and test your microphone and camera beforehand to avoid problems. In addition, it is crucial to set up your physical environment.

Choose a quiet location and make sure your background is clean and tidy, as a cluttered space can give a bad impression and distract other participants.

If necessary, use a virtual background, but make sure it is professional.

Finally, dress appropriately. Even if you are at home, your appearance is still important; avoid clothing that is too casual or has loud patterns that can be distracting.

Professional attire, such as a simple shirt, will project a much more serious and respectful image.

Conduct During the Meeting: On-Screen Professionalism

Once the meeting begins, your demeanor will determine the quality of the interaction. Punctuality is key: join the call at least five minutes before the start time to demonstrate your commitment.

If you are late, do so discreetly and apologize briefly, avoiding recurring excuses about connection problems. One of the golden rules is to mute your microphone whenever you are not talking.

This is essential to eliminate background noises (such as typing, a barking dog or traffic) that can interrupt and distract the rest of the attendees. When it is your turn, speak clearly and at a moderate pace.

In addition, it is highly recommended to keep the camera on, as it fosters greater connection and engagement among participants.

To simulate eye contact, get in the habit of looking directly into the camera rather than at the screen.

Encouraging Respect and Collective Focus.

Respect for others' time and space is even more crucial in a virtual environment. Avoid interrupting others while they are talking.

Most platforms offer a "raise your hand" or chat function to indicate that you wish to intervene; use these and wait for the other person to finish speaking before taking the floor.

Constantly interrupting is not only disrespectful, it also frustrates the team and hinders the flow of the conversation.

It is also vital to avoid behaviors that show disinterest or that may distract others.

Don't check your phone or emails, don't eat in front of the camera, and avoid unnecessary movements that may divert attention.

Multi-tasking during a meeting sends a clear message of disinterest and unprofessionalism.

Closing and Follow-up: Ensuring Post-Meeting Productivity

Professional etiquette does not end when the discussion concludes. It is important to close the meeting properly, thanking everyone for their time and politely saying goodbye before leaving the call.

A polite gesture is to wait for the host to officially end the session. An abrupt departure without a g