Etiquette Guidelines For Online Meetings: Dos And Don’ts


Virtual Meeting etiquette requires careful consideration, especially when working with colleagues. If you cannot attend a meeting, you can decline the invitation by requesting a brief agenda before the meeting. It would help if you avoided background noise and distractions like ghosting.

Recording and Transcribing

It’s impossible to recall every significant point brought up in a meeting. Meeting transcription can be helpful in this situation. The audio/video meeting transcription can be kept as a record for future use and used for additional research and discussion after the meeting. Audio recordings that ideally capture every speaker’s input are always needed for transcriptions. This is why automated transcription services in sites like Sonix are helpful. It can be challenging to personally record the meeting discussions as they happen. Even if you are paying close attention and taking notes, you might need help to keep up with the conversation’s pace. Therefore, having a top-notch recording device is necessary.

Avoiding Distractions

If you are using a virtual meeting for work, you need to avoid distractions that can make you lose focus. You can do this by shutting down other programs or moving your devices out of your way. It would help if you kept your meeting window as large as possible. This will prevent other programs and websites from distracting you.

Distractions are a huge reason for meetings to run longer than they should, and you’re likely to miss a vital discussion if you’re distracted. It may seem like a no-brainer, but it’s essential to focus when participating in a virtual meeting. Try joining the forum from a different location if you need a change of scenery. Also, avoid multitasking or typing notes on your computer. If you have to do this, you’ll likely be distracted by other tasks.

One of the most typical distractions in a virtual meeting is background noise. If your virtual meeting is in a busy room, you’ll probably find it distracting to have people talk or type simultaneously. To avoid this, you can use an app like Krisp to help you eliminate background noise.

Establishing Ground Rules

If you run a virtual meeting, it is vital to establish some ground rules. These can help you control the discussion and avoid awkward situations. For instance, having a few safe words in the room can help if someone is talking too loud or about to say something embarrassing. This can be especially useful in client calls.

It is also crucial that you make sure everyone understands the ground rules. The best strategy is to make the rules as precise as you can. You can highlight important points in the document. Ideally, you’ll distribute them a few days before the meeting. It’s best to introduce the ground rules in the first few meetings, so everyone knows the expectations.

When the meeting begins, review the ground rules with the group and remind everyone to keep their eyes open and stay focused. If everyone does not follow the ground rules, it can lead to lowered productivity.

Avoiding Ghosting

There are several ways to avoid ghosting in virtual meetings. First, you should make sure to publicize your policy. Secondly, if you need to cancel an appointment, you should notify the other party quickly. Finally, it would help if you emphasized the adverse effects of ghosting. For instance, ghosting meetings can lead to negative workplace behavior. They also slow down productivity, and they may even make scheduling difficult.

Ghosting is a negative behavior that will eventually come back to haunt you. According to the Integreship Group, ghosting can have long-term adverse effects on a person’s career. For instance, the peer or vendor you ghosted a few years ago could be your boss or decision-maker today.

Ghosting can be particularly harmful to the hiring process. Not only will ghosting hurt your company’s reputation, but it will also affect the candidates’ confidence. Recruiters may have to restart the hiring process, which can cost a company a lot of money.

Avoiding Unwanted Background Noise

One way to avoid background noise in virtual meetings is to use noise-canceling headsets. These devices can be helpful not only in the main office but also in break rooms. They prevent coworkers from talking in the background and make you hear each other more clearly. In addition, they can be a good option for people who need feedback from colleagues but also want to avoid background noise.

You can also use an external microphone to reduce background noise in virtual meetings. These microphones typically sit on the desktop and can be positioned near the mouth. You can also use earphones with built-in microphones. These devices are much closer to the mouth, making them more effective for capturing your voice. Also, ensure that you have up-to-date conferencing software and that you are using a wired connection.

Ensuring the microphone is muted when you’re not speaking in a video conference call is essential. Otherwise, it will cause an echo. This echo is caused by the microphone picking up sounds from surrounding areas. Other factors that can cause echoes in audio include people speaking loudly. Therefore, headphones are essential when participating in a virtual meeting to ensure the best audio quality.