During the Covid & post-Covid era, remote working has become a standard norm in the workplaces of various companies. In this era of Online meetings, there is a need for how one should conduct themselves better during online meetings.
Any meetings can only be effective if the overall meeting environment and conduct of the participants are better. At times knowingly or unknowingly some small acts of negligence can result in overall distraction of the meeting. So, a better conduct during meetings will help to achieve the overall agenda of the meeting smoothly. The following Dos & Don'ts can be noted and kept in mind by the participants.
Dos:
1. Test your technology & tools beforehand: Before any important meetings check your Audio & Video. If possible, check prior with the meeting organizer whether it will be an Audio or Video meeting and accordingly be prepared formally.
2. Be punctual: Try to join at least a few minutes before the meeting time.
3. Greetings: While you join the meeting it is always be appreciable if you can extend greetings. In case if you are late for the meeting, you can text the greetings in the chat box so that the meeting is not disturbed.
4. Mute when not speaking: After joining, please keep your Mic in mute mode unless you're required to speak.
5. Avoid cleaning the dust of system: Some people have the habit of cleaning the dust or fingering the laptop keys while speaking or attending meetings by keeping the Mic on. Please restrain yourself as this can create a lot of disturbances.
6. Choose a quiet location: If you're attending important meetings from Home or other remote places, then please ensure your Room is closed and can reduce external noises. If there are kids around, keep them at some distance to avoid in between disturbances.
7. Back up of data connection: Always try to keep a standby data/mobile connectivity in case if suddenly network/broadband/power drops.
8. Check the Laptop battery beforehand: Please ensure that your laptop battery has sufficient power to tackle any power failure.
9. Making notes: If there are any actionable points for you during the meeting then please take notes of such points preferably on a note-pad. If you use the laptop then take notes by keeping it in mute so that you can avoid typing sounds distraction for others.
10. Device failure: In case of any Device failure during the meeting; Organizer or participant can switch to another device using the call transfer Option.
Don'ts:
1. Don't interrupt: Wait for your turn to speak and avoid interrupting others, as it can disrupt the flow of conversation.
2. Don't eat during the meeting: Eating during a meeting can be distracting and unprofessional. Save snacks for before or after the meeting.
3. Don't use inappropriate language or behaviour: Maintain professionalism and avoid using language or behaviour that could be offensive or inappropriate.
4. Don't multitask: Focus only on the meeting and avoid multitasking with other work or personal tasks, where multitasking can make you skip some important discussion points.
5. Avoid technical issues: Familiarize yourself with the meeting platform and troubleshoot any technical issues before the meeting starts to avoid delays.
6. Don't forget to introduce yourself: If there are new attendees or guests in the meeting, introduce yourself before speaking to provide context.
7. Don't let background noise distract: If you're in a noisy environment, mute your microphone to prevent background noise from disrupting the meeting or choose noise reduction mode.
8. Don't leave abruptly: If you need to leave the meeting early, inform the organizer beforehand and exit politely without causing disruption. In case of leaving the meeting un-planned, please drop a message in chat box and then leave silently.
9. Don't become personal in official meetings: In official and professional meetings, it is better to avoid being too personal or taking it personal even if you know the other participants closely, so as to maintain professionalism.
Follow the above Do’s and Don’ts for making the meeting effective. Specially, if you're the presenter it is better to rehearse at least once before.