Etiquette for Successful Meetings Online

If your busi­ness hasn’t started successful meetings through web confe­ren­cing, what are you waiting for? Is your Internet connec­tion too unstable, is your sound system too scratchy, are you worried about privacy, have you simply not bothered to look into setting it up? These are all minor consi­de­ra­tions that are easily solved and well worth the effort. In this blog post we take a closer look at what makes successful meetings via the Internet along with diffe­rent etiquette points and beha­viors to get you through your meetings.

Whether the policy makers are in diffe­rent buil­dings, time zones, home sick or in the hospital with a broken leg from their skiing holiday, when you have some­thing that needs everyone’s atten­tion, you can get it with an online meeting. Time and money are the obvious savings. Trave­ling takes both. By the time someone has trav­eled across the country or conti­nent you could have had successful meetings over the web and be moving forward. Not to mention airline tickets, hotel rooms and wear and tear on valued employees who would rather be home with their families.

What Makes a Successful Online Meeting?

In successful meetings decisions are made and actions are assi­gned. The most important thing to consider in an online meeting is that ever­yone who is needed to attend is indeed avail­able. Ideas can be expressed for all to hear and feed­back will be immediate. Docu­ments can be shared and updated, slide presen­ta­tions shown, brain­stor­ming expressed and even diffe­rences resolved. No post­po­ne­ments or procras­ti­na­tion necessary – real-time online colla­bo­ra­tion will save you further time, on top of the saved travel time, by addres­sing important issues there and then.

Etiquette for Successful Meetings

  • Depen­ding on how many atten­dees there are at your virtual meeting, you should always say your name before you start spea­king. If ever­yone knows your voice, that’s fine, but don’t assume it.
  • When others are spea­king, mute your mic so that no irri­ta­ting and impo­lite back­ground noises inter­rupt someone else’s points.
  • It is good if there is a webcam for the meeting and you should often make eye contact with the camera. If there is no webcam it’s nice to send a link to a photo of yourself to add a touch of personal contact.
  • With audio calls some­times there is an announce feature when someone exits or enters the call. You may want to disable this feature as it can be disrup­tive to speakers.
  • As the meeting begins and all parti­ci­pants are ready and viewing the presenter’s desktop screen, start by opening (or have it already open – even better) a presen­ta­tion file or slide show that gives the agenda or details ever­yone should know about the meeting.

Any other handy tips that you have come across to produce successful web meetings?

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