Virtual Meeting Etiquette:-

➢Making live presentations gives a familiar and dreaded feeling of

butterflies in the stomach.

➢Online presentations are a step above; they pose more challenges and
of a different nature.

➢Remote Work has become the New norm.Current Global Situation

demands Online classes and work from Home.

➢Since all the students and employees are scattered all across the city
classes and meetings are conducted online via various platforms.

➢As the home and workplace are beginning to merge into one, the
boundaries between our personal and professional lives have also
started to mix up

➢Needless to say, during an online meeting, multiple awkward situations are

bound to occur.

➢ Things can be improved and optimized better by knowing about a few and
basic online meeting etiquette.
Virtual meetings Best Practices:-

1. Dress up:
As you usually would if you were presenting in person, even if it is an
audio-only discussion. While it is undoubtedly comfy in your pajamas, you
run a psychological risk of slipping into a comfort zone, which can take
the edge off your presentation. Be fully groomed; look sharp so that you
can be sharp.
2) Gear up:
How many “can you hear me now moments have you had”? How about
apologizing for the call dropping? Take our advice and do the following:
a) Invest in good equipment.
b) Dial-in two lines simultaneously: Here are the advantages of doing that
— You can hear your voice on the other line: that way, you will not have to
ask if you are audible. If one disconnects, you can pick the other.
3) Warm-up:
You do not have the human touchy-feely warmth when on a cold, dry
phone call. Believe it or not, we are all humans and need a bit of small talk.
Going straight to the point can make you appear very transactional and not
interested in the other person. A little bit of warm-up can go a long way.
While most discussions these days start with virus talk, weather, sports
continue to be safe all-time favorites. One caveat is to find an opening to
move quickly to the point and not make the starter encroach your main
course.
4) Watch your back:
If on Video, a cluttered background can ruin everything, you should try to
use MS Teams if possible and blur the background or use a white
background.

5) Read cues:
This one needs a bit of practice and is a pro technique. But you will do it if
you are willing to listen carefully: The signs are all over the place:
A breath inward: Someone wants to speak.
Sigh: Didn’t fully agree with part of what you said
Total silence: Usually means no engagement
Sounds of typing: Same as above and many others.
6) Leave the keyboard alone:
Whether you are taking notes during the meeting or chatting with your
friend, your typing sound is really distracting. It’s preventing you from
focusing on the meeting and distracting everyone else in the meeting.
7) Mute your microphone when you’re not talking:
There’s nothing more frustrating than hearing that aching noise from
conflicting microphones. It also prevents any unwanted audio from
entering your mic.
8) Send pre-reads:
Send pre-reads, if possible, a day in advance for dense topics. It will give
you a lot of invisible power and provide a solid impression that you are in
command. Then restrict your presentation to topics that require
discussions rather than pour over the material. I would recommend you
send pdfs to avoid cluttering your audience’s mailboxes. The audience will
notice this and thank you in their hearts.
9) Jazz up:
The audience will not get the benefit of your charming physical presence.
Make up for that by using good quality slides. A thumb rule is that slides
have to speak for themselves since, like it or not, many will scroll ahead
and read through everything while you are talking and make their
impressions, which can often be hard to change. Use SlideUpLift to take
advantage of the online library of great-looking Powerpoint templates that
use principles of vision science to create an impact.
10) Be Early:
always! It creates a solid impression that you are on top of your game.
11) Lower Your Voice:
Speak at a slower cadence than that of your everyday conversational
speech. This is because most people use earphones during meetings, and
you will be speaking directly in their ears through earphones.
12) Don’t eat during the conference:

Would you ever bring anything to eat at a meeting? Then don’t bring it into
your virtual meeting either. This is especially important if others can hear
you chewing, it can cause a distraction for everyone.
13) Stick to the time frames:
You should always keep an eye on the clock and make sure you start and
finish your virtual meeting on time. This will reflect your professionalism
and make others be on time.
14) Mind your body language:
Body language is a vital part of online meeting etiquette. Even if you can
speak and present flawlessly, your facial expression and posture say more
than your words when you present online.
15) Protect Sensitive Information:
If you share your screen during the presentation, make sure that only the
intended content is seen. Before you launch a video conference, close all
unnecessary tabs from your browser. Launching a new browser window
and preparing before time will help keep sensitive information confidential.
To make a smooth transition from the conference room to a virtual meeting,
follow these do's and don'ts.

● Do have the proper equipment.

● Don't wait until the meeting time to log in.
● Do engage in some small talk.
● Don't stand in front of a window.
● Do have a meeting agenda.
● Don't invite unnecessary people.
● Do mute yourself when not talking.
● Don't multitask.
● Do give everyone a chance to participate.
● Don't forget to send an email recap.

Do Have the Proper Equipment

To participate successfully in a virtual meeting, you need to have the proper

video, audio and internet capabilities. Your computer's built-in audio and video
hardware is likely sufficient for most meetings, but it's always good to have a
backup microphone, Ihlefeld says.

Even more important is having a strong internet signal. With children home from
school or college, a Wi-Fi booster may be a good investment to ensure everyone
has steady internet access.

Don't Wait Until the Meeting Time to Log In

To ensure a meeting starts promptly, log in to the video chat platform at least
five minutes before the start time. This will give you a chance to resolve any
technical problems.
"If you're not used to doing things remotely, do some test runs," says Pegah
Ebrahimi, chief operating officer for Cisco Collaboration, which provides
business collaboration solutions such as the Webex platform. This is especially
important for organizers who may want to create some mock meetings to
ensure they know how to use all the system functions.

Do Engage in Some Small Talk

Although some people prefer to log in and wait silently for a meeting to start,
there is nothing wrong with engaging in small talk before the start of a meeting.

In fact, an organizer may even want to give each participant an opportunity to

say hello and provide a brief update on their day, says Will Bachman, co-founder
and managing partner of Umbrex, a global community of management
consultants. "Let people be human for a minute," he suggests.

Don't Stand in Front of a Window

Virtual meetings aren't as formal as regular meetings, and most people aren't
concerned with what you're wearing or what's behind you. There is one
exception though.

"People make the mistake of standing in front of their window," says Justin
Anovick, chief product officer of digital experience platform provider Episerver.
Bright light from outside could make it difficult for other participants to see you.

Do Have a Meeting Agenda

The ease of holding virtual meetings may mean people are tempted to hold
them routinely. However, it's a waste of time unless there is a clear purpose.
"Don't just hold a meeting to hold a meeting," Bachman says.
Meetings may be held to share information, brainstorm solutions or make
decisions. Ideally, participants will be provided with an agenda in advance that
clearly shares both the purpose and desired outcome of the meeting. Otherwise,
"What ends up happening is that people don't know why they're there," Ebrahimi
says.

Don't Invite Unnecessary People

Depending on the nature of the meeting, limit the number of attendees,

particularly if you want everyone to participate. "Seven seems to be the magic
number," Anovick says. More than that and a few people will dominate the
conversation while everyone else listens.

If your meeting is to share information, consider whether an email or video

would be a more efficient way to share an announcement. Some people may not
need to be part of a discussion but will want to hear what has been said. In
these instances, consider using a transcription function, such as that available
in Webex, so the conversation can be reviewed at someone's convenience in the
future.

Do Mute Yourself When Not Talking

Even if you think you're being quiet, ambient noise on a virtual meeting can
quickly become overwhelming and distracting. Plus, working at home increases
the potential of noise from children, pets or traffic outside. "When you're on
these conferences and you're not talking, it's very, very helpful to put yourself on
mute," Ihlefeld says.

Don't Multitask
You could miss important information or updates if you're checking email or
completing other tasks during a virtual meeting. If you find yourself regularly
doing other work instead of listening, that could be a sign you're not needed on
the call. In that case, speak with your supervisor to see if it's necessary to
participate in future virtual meetings on the same topic.

If you have regular meetings with the same team, consider creating some
ground rules, Bachman says. These may stipulate everyone uses the video
function and promises to stay out of emails and social media during the
discussion. These guidelines can ensure meetings run smoothly and are an
efficient use of everyone's time.

Do Give Everyone a Chance to Participate

Meeting organizers need to take steps to keep participants engaged if they

don't want them multitasking. Bachman suggests encouraging participants to
send comments or questions during a presentation using a platform's chat
function or setting up real-time polls through digital tools offered by companies
like Mentimeter. Sharing your screen so others have a visual for the discussion
may also help.

What is an Online Meeting?

An online meeting, also called virtual conferencing, is a method of communication that
allows for multiple parties to meet and interact in the same space without physically
being present. Through electronic device channels like internet service, projectors (for
large teams), reliable sources of audio, laptops, tablets, webcams, etc., business
employees and higher-ups can communicate back and forth with each other using
various virtual meeting platforms.
Best Virtual Meeting Platforms

1. Skype
An easy to use app that allows you to connect with a single person or a group of
people. It is a well-known platform that many meeting participants most likely already
have personal accounts for service use. Skype app comes with no long-distance costs
but is prone to audio and visual display problems, buffering delays, and calls being
dropped.
2. Slack
Slack helps to connect team members with each other through messaging tools,
adjustable notifications and is streamlined with a multitude of office features. With its
reliable messaging features catered to employees, email traffic between workers is
lessened. Using this service costs $8 per person or $15 per month.
3. Google Hangouts
A no-cost platform that offers tools to make phone calls, use instant messaging that
connects with up to 10 people, and video conferencing. If you use Google, which is
practically everyone, this platform is already installed into Google tools like Gmail.
Another cool feature of Google Hangouts is that video calls can be streamed in
real-time on YouTube.
4. Zoom meeting
Not only can businesses hold virtual meetings on this platform, but they can also
conduct training seminars, webinars, etc. During Zoom meetings, users can
simultaneously share messages and documents with each other through Zoom’s chat
tool. A basic plan with a Zoom meeting is free to use for unlimited time and offers
unlimited meetings with a 40-minute time limit for each.
5. GoToMeeting
This platform offers tools that include messaging between team members, dialogue
transcriptions for video, and adjustable team settings. Using GoToMeeting, businesses
can conduct meetings with up to 100 people, including participating and holding
meetings using a smartphone. This platform is offered to users through a 14-day free
trial with plans starting at $12 per month.
6. Microsoft Teams
Microsoft Teams is a sub-feature of the Microsoft Office 365 platform. This sub-feature
can hold meetings with up to 300 participants alongside access for guests,
person-to-person and team video, phone calls, sharable files with 2 gigabytes per
person, and 10 gigabytes per group, desktop sharing for easy collaboration, and file
organization through coloration. This service is free with sign-up using an email
address.
7. Facetime
This well-known platform is not just used for connecting with friends and family but
can be used for business purposes as well. Although Facetime is only compatible with
Apple devices, features include group chats that can hold up to 32 participants, tools
to let you know who is currently speaking, and the ability to choose who you want to
see on the screen. This service is free to use.
8. Google Meet
This updated and improved version of Google Hangout is streamlined into the G suite
office productivity service. Google Meet provides the user with an assigned dial
number so that virtual meetings can stay private within the team, a clear access line
with no dropped calls, and compatibility with both Apple and Android devices. This
service offers 3 plans: G suite Basic ($6 per month), G suite business ($12 per month),
and G suite enterprise ($25 per month).
9. FreeConferenceCall
As stated in its name, this service is completely free. FreeConferenceCall offers tools
for collaborating and calls with group members for desktop sharing, drawing, and
messages for public and private use. Not only is it free but it is simple to use as well.

10. Intermedia
Originally called AnyMeeting, Intermedia syncs video conferencing, messaging, and
desktop sharing tools on a service based in the cloud. Come in 2 service payment
plans: Lite ($10 per month) and Pro ($13 per month). If you upgrade to the Pro Plan,
you can transcribe and record meetings in real-time plus receive an infinite amount of
space in the cloud.
11. Adobe Connect
Adobe Connect goes above and beyond when it comes to being a virtual meeting
platform. Not only does this service offer desktop sharing, messaging, and video chat
features, but you can make smaller sites, organize emails, make digital rooms
customizable to match the brand of the company. To hold meetings on this platform it
is going to cost you a starting price of $50 per month while webinars go for the
starting price of $130 per month.
12. Amazon Chime
Unsurprisingly this service syncs with Alexa, an AI assistant service created by
Amazon, for virtual business meetings. Amazon Chime offers calls, messages, digital
meetings, and video conferencing. The cost of this service is free if you only use the
basic features of the platform, but pro features prices range from $3 per person/per
day to $15 per person/per month, depending on which features are used.
13. Join.Me
The cost of using this virtual meeting platform is $0.00. Join.Me has tools that allow
users to change URL links to their liking and the ability to choose whatever
background they want for the display that is shown during virtual meetings. It also
syncs with other work tools like Outlook, Office 365, and Google Calendar.
14. Lifesize
Lifesize offers 4k high-resolution video for clear images, interactive touchscreen
interface for conference room phones, and video sharing tools stored in the cloud.
Lifesize Go, a browser version of this platform, is free for all users. Lifesize Standard
for small groups is $16.95 per host/per month, Lifesize Plus for small/medium-size
businesses is $14.95 per host/per month, and Lifesize Enterprise is $12.95 per month
with the ability to carry a minimum of 50 hosts.
15. RingCentral Meetings
This virtual meeting platform has a free plan for users, customer support for all other
payment plans including the free plan and can operate on all major platforms.
However, RingCentral Meetings does not have sharing capabilities with outside users
and only offers local recordings. Payments plan for this service has a starting price for
as low as $14.99 a month.

16. HighFive
A unique feature the HighFive has on its platform is that it does not require passwords
or pin numbers to access meetings. Users must wait in a digital meeting room until
they are allowed into a meeting by a manager or host. Video conferencing for meeting
room go for a cost of $99 per month/per room on a yearly basis.
17. ON24
ON24 provides the opportunity for marketers to create information-based, interactive
webinars, content learning, and interpreting audience behavior through polls, surveys,
monitoring engagement and conversations, and analyzing resources. You can also
record webinars or meetings in multiple takes and alternate between real-time and
already recorded presentations. This service offers a free trial period of up to 30 days.
18. BigBlueButton
This platform is catered for instructors who teach children online, but it also can be
used by businesses as learning seminars and webinars. BigBlueButton offers the
ability to share facilitation, desktop, video, and audio while simultaneously working
with other users through messages, notes, and polls. Although hard to set-up, the
platform is free to use and has the interface of costly digital learning virtual meeting
software.
19. Zoho meeting
This well-known virtual meeting platform lets users conduct and participate in online
meetings from anywhere. It’s desktop sharing and display tools make sure that groups
can effectively collaborate with each other. Zoho’s meeting’s camera-based virtual
meetings ensure that online calls run smoothly. There are a free version and payment
plans that range from $12 to $980 depending on the number of hosts and participants.
20. ClickMeeting
ClickMeeting is a simple to use platform that offers various features. Customizable
meeting rooms and a variety of collaboration tools (desktop sharing and facilitation)
are key features on this platform. Payment plans range from $25 a month for 25
participants to $165 a month for up to 5,000 participants.
21. Intrado
This prestigious platform conducts over 40,000 digital events and webcasts yearly
using cloud-based technology and global partnerships. Intrado offers services in
countries like South America, Latin America, Asia Pacific, the Middle East, Canada,
and, of course, the United States. Intrado offers a free trial service that lasts for 30
days.
22. Pexip
Considered one of the greatest virtual meeting platforms currently in the industry,
Pexip lets users conduct online meetings individually. Pexip also allows users to hold
meetings on various cloud services like Google Cloud, Amazon Web Services, &
Microsoft Azure with the ability to adjust service size and features to sync to
traditional video operations. The cost of using this service depends on the size of the
meetings you want to hold, but a free trial option is available.
23. Cisco WebEx Meeting Center
As with most virtual meeting platforms, Cisco WebEx Meeting Center offers its users a
free option to use its service. The features of this platform include enhanced
technology to audio and video delay and can display 25 feeds at the same time.
However, the service only allows one host per license and the “Call Me” plan has
added costs.
24. Digitell
This digital multimedia building organization caters to businesses needing help in
leveraging their digital content. Digitell also provides services to capture the attention
of its users with enhanced digital interfaces that allow them access to live streams,
educational facilitation, and webinars. If your conference or meeting needs to be
digitized, this is the platform for you. The cost of using this service is not mentioned
on the main website. Contact the vendor for more details.
25. Infinite Conferencing
Infinite Conferencing is a virtual meeting platform that seeks to streamline the process
of conducting virtual meetings. Using this service provides users with problem-solving
tools to web and phone conferencing plus, Infinite Conferencing is browser-based.
The cost of using this service is $100.
26. ezTalks Cloud Meeting
Using this service is free of charge for up to 100 users. ezTalks Cloud Meeting
specializes in messaging, video, and audio tools. With desktop and document sharing
features, this platform also provides users with a whiteboard feature that can share
highlights, writings, drawings, and screenshots with other group members. ezTalks
Cloud Meeting is compatible with all mobile and desktop devices.
27. LiveWebinar
Though “webinar” is part of LiveWebinar’s name, this versatile platform is also great
for hosting meetings, virtual summits, online classes, and more. With no downloads or
plugins necessary, you can immediately get started with your event! Enjoy over 50
features, from whiteboards to breakout rooms, polls and tests to screen sharing, even
customize the meeting room with your colors and logo. Get started with a free two
week trial, from there you can select one of three packages, or go with a fully
customizable enterprise option.

When Should I Conduct a Virtual Meeting?

When conducting business meetings, timing is key. Although virtual meetings are
very convenient to use anytime and anywhere, that does not mean that it will be good
for productivity. According to CNBC, Tuesday afternoon at around 2:30 p.m. is the
perfect time to have a conference/virtual meeting. It is not too early or too late during
the day. Plus, Tuesday is not too far away from the previous work week for brief
reviews and to go over what is expected for the current work week.

What to Look for in Online Meeting Software?

● Insight: Make sure that the virtual meeting platform that you choose to use has
features the can accommodate future needs
● Dependable and Superior: Consistently quality service and high-resolution
visuals ensure that online meetings run smoothly which can lead to an increase in
productivity for a business
● Desktop Sharing: An important aspect of team collaboration is not just being
able to see fellow team members work, but having the ability to interact and edit the
work in real-time
● Video Conferencing: This is the main feature that a virtual meeting platform
must have in order for online meetings to take place
● Streamlined Instant Messaging: Tools for communication between team
members must be easy to use, can be used on various platforms, and can be synced
with popular devices
● Sign-On button: Is it easy for a new user to create an account and log back in for
use of service?

Benefits of Virtual Meeting Platforms

● No time wasted: To keep team members engaged, it is encouraged for hosts to

have virtual meetings be no more than 30 minutes. The features of virtual meeting
platforms help to alleviate potential time that could be lost
● Enhanced communications: Face-to-face interactions helps to enhance how
messages are given, taken, and interpreted even if it is behind the computer screen
● Lessens traveling costs and time: There is no need to travel across the city,
state, or even country lines when a user can talk to anyone from anywhere in the world
with the touch of a button
● Enhanced efficiency: Productivity increases when communication is clear, goals
are known, and everyone has a voice
● Spread knowledge: Virtual meeting software helps a business (both employees
and higher-ups) know what is going on with operations when everyone is working
remotely
● Giving infinite invitations: No matter how many members business has, as long
as the host has the ability to give access to virtual meetings through its features
● Different meeting schedules: Despite the earlier advice to have virtual meetings
on Tuesday afternoons, last-minute work updates and emergencies might require pop
up meetings that can be scheduled and conducted using various platform features
● Easy to use interface: A virtual meeting platform’s level of usability is essential
to whether a meeting was productive or an unorganized mess
● Live recorded meeting: Although note-taking is useful during a meeting, being
able to record not only exactly what has been said but who said it and how they said it
is a godsend to employees and supervisors who are already incredibly busy
● General productivity increases: Short meetings, being able to stay in one place,
recording everything that is happening, and easy collaboration between employees
and supervisors ensures a guaranteed increase in work that is able to get done

Disadvantages of Virtual Meeting Platforms

● Less direct interaction: Although virtual meeting platforms allow users to

technically be face-to-face, the physical work environment cannot be replicated
● Unstable connection: No matter how advanced a technological platform is, there
still is a possibility of technical difficulties to occur
● Less human contact: Employees interacting with each other online does not
compare to the personal relationships that can form from being physically present in
one space
● Hacking: Trolls are not just on social media platforms. Zoom recently had an
incident occur where people hacked into online learning sessions and spewed racially
insensitive comments toward its users, many of whom were children

How to Run a Successful Online Meeting

● Share URL links to participants the day before the official meeting date to give
them the opportunity to familiarize themselves with the platform interface and features
● Start and be on time. Courtesy does not end just because work is now currently
being done from home
● Communicate to participants what behaviors will be expected of them during the
meeting
● Encourage participation by using features that allow individuals to be
highlighted when speaking
● Make sure everyone is paying attention to what is going on. Being at home can
allow for users to get easily distracted
● Review and follow-up on main objectives and goals that were discussed during
the meeting to ensure that everyone is on the same page