The sudden shift to online classes and working remotely has accelerated the use of webiners, Skype, Microsoft Teams and tweeterthons, with Zoom dominating the new normal.
A period of online music shows and parties, online business conferences, meetings, album launches, book launches, interviews, church service, online classes and sports teams now even train online.
DJ Zinhle during her online show recently
Office meetings and social interaction continue, despite social distancing. Professionals and students are learning to host Zoom video conferences in a courteous manner to ensure a positive experience and a lasting impression for all participants.
Video conferencing platforms like Zoom are reliable and easy-to-use. Despite internet connection interuptions that may delay proceedings, the reputation of Zoom is far much convenient than that of the traditional business meetings.
"Good manners are always in style"
Learning and working from home does not exempt us from practising good business etiquette. We are Professionals at the workplace and outside. We are the immediate brand ambassadors of our families, schools and organisations.
Conventional meeting etiquette guidelines that include, being on time, maintaining eye contact and paying attention are principles still applicable to virtual meetings. Good manners have the potential to elevate your professional reputation and promote a productive business environment.
Here are modern etiquette secrets that will enhance your experience as a meeting host/ participant in your next online meeting.
1. Introduce the participants
At the beginning of your virtual meeting, introduce all the invited participants. Introductions stimulate engagement and presents a welcoming territory.
2. Have a clean background
Many participants now use the Zoom's virtual background feature, which appears to be a reliable tool to eliminate distractions when you have to meet in a busy or untidy setting.
Clammsy backgrounds divert the attention of participants. You want the focus to be on the meeting content and not your book collection or art decorations.
3. Face the camera
In face-to-face meetings, we encourage eye contact, in virtual meetings, we encourage you to face the camera. Looking at yourself on the screen while talking will seem like your attention is directed elsewhere. Eye contact makes everyone feel engaged and present in the conversation.
4. Eliminate distractions
Notifications from messaging applications, ringtones, and other applications running on your device can be distracting. Other participants feel disrespected by these distractions. Such interruptions affect the focus of the meeting. Value your colleagues and put all important notifications on silent mode.
5. Check your video and audio settings
Ensure that other attendees can see you and hear you when you speak. You can also manage how you start and join meetings. On the Manage participants tab, you can alert fellow participants on video and audio settings and vice versa.
6. If you are the host, take the lead
As the host, you leave the meeting after everyone has left the meeting. This way, other attendees can get the last minute word before disconnecting. Although Zoom appoints an alternative host if the original host exists first-this will not be good for your professional reputation.
"NO AGENDA - NO MEETING"
The rule of thumb for all meetings of course, is 'No Agenda, No Meeting'. We look forward to virtual meetings, where people talk to one another after formal introdctions and where backgrounds are quiet and clean.
Let's also remember to put on a professional attire before we engage in a face-to-screen business meeting. Working from home is difficult, but looking professional is a good idea. You feel good and you are likely to be more confident about your contributions.
Try not to eat during the meeting. It can be gross to listen to one chewing and swallowing through the earpiece. Hold off if you can, if not, turn off the video and audio. The same manner should be practised when using the restrooms.
Application settings may differ, but good manners, morals and professionalism enhances everything. Practice these easy steps and enjoy your next meeting !
