5 Lessons in Business Etiquette
When Using Video Conferencing
Video conferencing has become something of a norm for businesses in 2020. After the COVID-19 lockdown in March and April, many businesses were either required by law to take certain precautions or took it upon themselves to avoid in-person operations until at least next year in order to be extra careful. The demand for video conferencing services has increased rapidly, and these services will continue to connect us as we practice social distancing.
Even when you’re using a video conference service, there are certain rules of etiquette that apply to your conference. In this guide, we’ll cover five etiquette lessons so you can have more productive, streamlined, and polite meetings via video conference.
The Mute Button Should Be Your Best Friend
In a conference call, it’s essential that you familiarize yourself with the mute button. In fact, being muted should be the default setting until it’s your turn to talk. This way, you’re minimizing any distractions you may cause with background noise. Even something as simple as shuffling papers around can be a distraction to other callers, and we’ve all heard worse than that in an online call.
All conferencing services allow users to mute themselves, and most have call host features that allow the host to mute or remove anyone in the call. Sometimes, you simply can’t get someone to quit being disruptive, and they have to be removed from the call altogether. Certainly an unfortunate outcome, but not unheard of.
The other callers will appreciate your use of the mute button, and you’ll in turn appreciate theirs. Who wants to sit in a call where they’re listening to babies crying, lawnmowers going in the background, or someone shuffling paperwork into their mic?
Don’t Try to Speak Over Others
This is considered rude even in-person. Have you ever tried to have a conversation with someone who continuously wants to speak over you? It feels disrespectful and frustrating when someone can’t even let you finish a sentence. It can be easy to get lost in your own thoughts and points, but you’ll want to pay close attention to ensure you’re not stepping on anyone’s toes.
A good rule of thumb is to hold your points, comments, or questions until after the speaker is finished. Even if you feel the pressing need to make a point right now, you don’t want to be considered rude.
Check Your Equipment Beforehand
Troubleshooting your equipment, including your conference software, should take place before the meeting ever starts. The last thing you want to be doing during a meeting is fumbling around with your microphone. Having the right equipment and software, like video conferencing from Vast, can make all the difference in the quality of your call. If your mic is giving you trouble, mute yourself and turn off your camera until you’ve addressed the problem.
If you notice someone else fumbling with equipment during the meeting and it’s becoming distracting, you can always remove them from the call until they’re finished (as long as you’re the host).
You can always use your phone as well, if your computer’s equipment is working incorrectly. Most conferencing services support mobile use, and many offer call-in numbers so you can dial into the call. The best services have their own mobile apps to use!
Be Polite
Politeness in business can help set you apart from others and will earn you a certain level of respect among your colleagues. Everyone wants to feel respected and being polite is a way to say “I respect you” without actually saying it. This applies to conference calls, as well. Being polite can mean adhering to the previous three lessons as well as being respectful of everyone’s opinions, saying please and thank you, and responding when it’s your turn to contribute.
Being polite is something we can all benefit from. Imagine a world where everyone was more polite; it would be much easier to have conversations, and we’d likely have fewer altercations. Politeness in the workplace is essential.
Plan Ahead
A good meeting is a well-planned meeting. If you’re the host, it’s your responsibility to have some kind of agenda ready for your guests. This helps everyone stay on task and makes the call more streamlined and organized. If you’re not the organizer, pay close attention to the agenda in the days leading up to the meeting. Have all of your materials prepared before the meeting starts, so you don’t cause a distraction shuffling through papers or trying to locate memos.
As the host, another good tip is to set a time limit for the meeting and stick to it. The most productive meetings are usually less than one hour in length because most people start losing interest after about sixty minutes. 45 minutes seems to be the sweet spot for productivity and to avoid meeting fatigue.
