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Virtual Meeting Guide while Working from Home

Virtual Meeting Guide

This post is also available in: Singapore

Virtual Meetings like Teams and Zoom are still in very high usage for all meetings including Customer meetings, Demos and Team meetings with colleagues. Also with a lot of our team still working from home, these meetings are being conducted from our home’s and it can be easy to forget that there is an etiquette that must be followed when conducting any Virtual Meetings.

This is a guide we put together for our employees to ensure that everyone understands the expectations and improve our communications during Virtual Meeting:

Enterpryze's Guide for Virtual Meetings

Virtual Meetings Preparation:

  • Allocate enough time for your meeting to reduce the risk of running overtime.
  • Prepare an agenda / Read the minutes of the meeting and carry out the tasks that you have been given responsibility
  • Ensure equipment is working properly – check internet connection, headset, microphone and camera etc
  • Everyone MUST use video to allow for engagement
  • Your headset should be used where possible to cancel out any background noise
  • Be punctual and arrive on time – 5minutes early

Basic Guide during a Virtual Meeting

  • Pay attention and remain focused on the meeting you are in.
  • Put your mobile phone on Do Not Disturb
  • Ensure those around you are aware you are going on a meeting to minimise any interruptions or distractions
  • Put your profile on “Do Not Disturb” so no notifications come via your computer
  • Have an awareness of your facial expressions, your face is all your client/colleague etc can see. So they are watching – no eye-rolling etc
  • Present yourself professionally – personal grooming is essential hair brushed etc
  • Ensure your clothing is appropriate for the Virtual Meeting i.e. Customer Meeting and Demo’s – Business Casual is the basic requirement
  • Be in a quiet place
  • Place your microphone on mute when you are not talking in case of interruptions
  • Don’t use your phone unless it is absolutely necessary
  • Do not eat whilst on a Virtual Meeting

Laptop / Camera Positioning:

  • Make sure everyone in the meeting can see your shoulders and face
  • Do not sit too close or too far back from the camera
  • Sit upright on a chair with the laptop on a desk or table
  • Place camera at an angle that allows everyone in the call to see your face, the lense should be at eye level.

Lighting:

  • Lighting is very important – lights should be turned on and you need to make sure you are clearly seen.
  • Natural light is best and facing a window is recommended so natural light does not create a shadow. Light should be in front of you, and behind your camera.
  • If natural light is not an option that is available to you, place a lamp or other light behind your laptop, tablet, or smartphone camera.

Background:

  • Ensure your background is appropriate for a business meeting, for example, not a bedroom. A plain wall is a good option.
  • If your background is not suitable Teams has a feature to replace your background image.
  • You may blur or remove your background from your video stream. This feature allows you to be visible from home, without revealing all.

We hope that this guide will help to improve your next Virtual Meeting!

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