Virtual meeting etiquette Training guide Virtual meeting etiquette   This employee training guide was a project I completed for an online business that uses the Google Suite for its internal communications. I used an existing template in order to maintain consistency between the company’s various training guides.   Tools used: Google Slides, ScreenshotCaptor

VIRTUAL MEETING ETIQUETTE Company logo here VIRTUAL MEETING ETIQUETTE TRAINING GUIDE

TABLE OF CONTENTS TOPIC SLIDE NUMBER INTRODUCTION 3 PREPARING FOR THE MEETING 4 RSVP 4 Learn the technology 5 Get ready 6 AT THE START OF THE MEETING 8 Join the meeting 8 Follow the organizer's instructions 10 THROUGHOUT THE MEETING 12 Meeting etiquette (in general) 12 Meeting etiquette (virtual meetings) 14 CLOSING THE MEETING 17 RELATED MATERIAL 18

INTRODUCTION At company, meetings are usually held virtually, using Google Hangouts . During virtual meetings, you will be on video (with your webcam) and/or audio (with your microphone). The guidelines in this guide will help you communicate in a professional manner during virtual meetings.

PREPARING FOR THE MEETING RSVP You will usually be invited to a meeting (or “Video Call”) through an email invitation. When you receive an invitation, make sure to RSVP. RSVP shortly after you receive your invitation. Do not wait until just before the meeting is supposed to start! The organizer needs to know in advance whether to expect you. *If you are the organizer, remember to send an invitation to the participants in advance.

PREPARING FOR THE MEETING Learn the technology If you are new to video conferencing and/or Google Hangouts, do a trial run with a friend or family member a day or two before the scheduled meeting. This way, you will have time to identify and resolve any technological issues. If you are having difficulty with the technology, refer to Troubleshooting steps for your Hangouts problems. If you still have difficulty, email the meeting organizer or techsupport@companyname.

PREPARING FOR THE MEETING Get ready Your appearance: If there’s a chance that you will be on video, make sure to dress appropriately. Casual clothing, such as a t-shirts and hoodies, are generally acceptable as long as they are clean, tidy, and unrevealing. If the meeting is for something more formal, such as an interview, consider getting slightly more dressed up. Your room: Before joining the meeting, take a moment to consider your physical setting. Remember that if you will be on video, everyone at the meeting will be able to see you and your surroundings. Take a moment to tidy up. If everyone can see your unmade bed, yesterday’s pajamas, and an empty pizza box, this is both distracting and unprofessional, (Tip: turn on your webcam to see what view you will be giving your co-workers). Noise: Pick a quiet environment. If possible, set yourself up with a headset that has a microphone—your voice will be clearer and background noise will be minimized if you use a headset microphone rather than your computer’s microphone. image from alibaba.com

PREPARING FOR THE MEETING images from : http://www.tiptoptens.com/2015/11/28/10-household-chores-we-all-dislike/ and https://openclipart.org/tags/bikini

AT THE START OF THE MEETING To join the meeting through your Email: Click on the link that appears on the meeting invitation. Or...

AT THE START OF THE MEETING To join the meeting through your Google Calendar: When you RSVP to the meeting invitation email, the meeting title automatically appears in your calendar, at the scheduled date. To join the meeting: Click on the meeting title. A pop-up box will appear In the pop-up box, click on the link that says Join meeting.

AT THE START OF THE MEETING Follow the organizer’s instructions Follow any specialized instructions the organizer/chairperson gives at the start of the meeting. Instructions often regard: Whether to keep your webcam on: or off: Whether to keep your microphone on: or muted: Whether to keep the main viewing area/display set to a particular person (for example, the main presenter), or to toggle between participants Whether to ask questions as they arise or to save them for the end.

AT THE START OF THE MEETING Follow the organizer’s instructions The organizer’s preferences will likely depend on the type of meeting. For example, if you are taking a group training, then you will likely be asked to mute yourself, since the trainer will be doing most of the talking, and doing so will minimize any background noise. *If you are chairing the meeting, remember to tell the participants your preferences at the start of the meeting.

THROUGHOUT THE MEETING Meeting etiquette (in general) Some etiquette rules are the same for virtual meetings as they are for face-to-face meetings. You should 1) be attentive and 2) be aware of how you come across to others. images from: clipartsgram.com

THROUGHOUT THE MEETING Be attentive. Even if your webcam is off and your mic is muted, do not walk away from the meeting (to get a snack, let the dog out, etc.). Wait for a break or for an appropriate time to excuse yourself. (Note: if your webcam is off, it is ok to carry your laptop/device with you to another room if you can remain attentive while doing so). Be aware of how you come across to others. For example, while it is appropriate to sip on a drink, it is not appropriate to feast on chicken wings, chew gum loudly, etc. Even if you are muted, if your webcam is on, be aware that the other participants can see you. Show respect: during the meeting, look at your screen (not at your cat, your TV, etc.). Even if your webcam is off, if your microphone is on, be aware that the other participants can hear you (e.g. even if they can’t see you going to the bathroom, they may be able to hear you!)

THROUGHOUT THE MEETING Meeting etiquette (virtual meetings) Some etiquette rules are different for virtual meetings than they are for face-to-face meetings. Virtual meetings have particular etiquette rules for both verbal and non-verbal communication. images from: clipartsgram.com

THROUGHOUT THE MEETING Verbal communication Speaking can be disruptive. Speaking may interrupt the flow of a virtual meeting. Here are some basic guidelines about when to speak: Speak when you want to convey necessary information. If you have an important point or question, then speak. Do NOT speak when you want to show interest and engagement. While interjections (such as “uh huh,” “oh,” and “I see”) are used to show attentiveness and interest during face-to- face meetings, interjections tend to be disruptive during virtual meetings. Silence means “everything is ok.” While a lack of response in a face-to-face meeting can be considered rude, it is perfectly acceptable in a virtual meeting, especially if you have been muted for most of the meeting. For example, when someone asks “Is everything ok? Are there any questions?” if you do not respond, this is understood to mean that you do not have any questions and that everything is “ok.”

THROUGHOUT THE MEETING Non-verbal communcation To webcam or not to webcam: This will depend on the type of meeting and on the organizer’s preferences. If the organizer has not said whether they expect you to have your webcam on, feel free to ask! If the meeting is a training, then you can usually keep your webcam off—the display will show training slides, documents, a screen share, or the presenter. If your webcam is on, your body language and facial expressions become an important means of communication. They: make the meeting more interactive (they let the presenter feel they are speaking to someone, rather than into a void) show that you are attentive and engaged communicate important information: use a smile, nod/shake of the head, or thumbs up/down to show understanding, lack of understanding, and (dis)agreement.

At the end of the meeting CLOSING THE MEETING At the end of the meeting Unmute yourself if you were muted. Ask any outstanding questions and thank the organizer. Don’t forget to leave the meeting: !

RELATED MATERIAL Columbia Center for Career Education: Skills—Workplace Etiquette Troubleshooting steps for your Hangouts problems