{"id":42134,"date":"2020-05-27T00:00:00","date_gmt":"2020-05-27T00:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/virtual-meeting-etiquette\/"},"modified":"2025-03-13T06:26:54","modified_gmt":"2025-03-13T13:26:54","slug":"virtual-meeting-etiquette","status":"publish","type":"post","link":"\/us\/en\/blog\/virtual-meeting-etiquette\/","title":{"rendered":"16 ways to improve your virtual meeting etiquette"},"content":{"rendered":"<p>Virtual meetings make up the majority of meetings happening at the moment. So it\u2019s safe to say that virtual meeting etiquette has never been more important.<\/p>\n<p>Even before COVID-19 though, virtual meetings and <a href=\"https:\/\/www.ringcentral.com\/free-conference-call.html\">conference calls<\/a> weren\u2019t exactly beloved. Connection issues, painful microphone feedback, and screen-sharing mishaps are just a few of the things that can go wrong.<\/p>\n<p>Ever played conference call bingo? Have a look:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-5772\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image3-119.png\" alt=\"Conference call bingo\" width=\"624\" height=\"503\" \/><\/p>\n<p>Exactly.<\/p>\n<p>But conference calls are a necessity, and they\u2019re not going anywhere. Whether you\u2019re hosting or attending, it\u2019s important to treat a conference call like you would an in-person meeting. All the same rules of meetings apply\u2014with a few additional ones that are specific to virtual meetings.<\/p>\n<p>So without further ado, here\u2019s a checklist to help you achieve perfect virtual meeting etiquette:<\/p>\n<ol class=\"table-of-content\">\n<li><a href=\"#Use a good platform\">Use a good platform<\/a><\/li>\n<li><a href=\"#Invite the relevant parties\">Invite the relevant parties<\/a><\/li>\n<li><a href=\"#Set a time that best fits everyone\u2019s schedule\">Set a time that best fits everyone\u2019s schedule<\/a><\/li>\n<li><a href=\"#Set an agenda\">Set an agenda<\/a><\/li>\n<li><a href=\"#Test your conference line\">Test your conference line<\/a><\/li>\n<li><a href=\"#Dress to impress\">Dress to impress<\/a><\/li>\n<li><a href=\"#Be on time\">Be on time<\/a><\/li>\n<li><a href=\"#Set the tone for the meeting\">Set the tone for the meeting<\/a><\/li>\n<li><a href=\"#Introduce your meeting attendees\">Introduce your meeting attendees<\/a><\/li>\n<li><a href=\"#Stay calm\">Stay calm<\/a><\/li>\n<li><a href=\"#Mute when it\u2019s not your turn\">Mute when it\u2019s not your turn<\/a><\/li>\n<li><a href=\"#Take notes\">Take notes<\/a><\/li>\n<li><a href=\"#Have necessary files and pages open\">Have necessary files and pages open<\/a><\/li>\n<li><a href=\"#Get to know your attendees\">Get to know your attendees<\/a><\/li>\n<li><a href=\"#Ask if there are any questions\">Ask if there are any questions<\/a><\/li>\n<li><a href=\"#Send a recap\">Send a recap<\/a><\/li>\n<\/ol>\n<hr \/>\n<p class=\"p1\">Use these free meeting agenda templates to have more productive meetings. \ud83d\udc47<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/documents\/meeting_agenda_templates.pdf\" data-id=\"69d7a590ae4f2\" id=\"69d7a590ae4f2\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d7a590ae4f2.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Ready to have more productive meetings?<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 Download your free customizable meeting agenda templates <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div><input type=\"hidden\" name=\"Asset_ID__c\" value=\"ODAM-01493\" class=\"download-form-input\"><\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get them now\">Get them now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d7a590ae4f2.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Here's to more organized and productive meetings!<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<p><a name=\"Use a good platform\"><\/a><\/p>\n<h2>1. Use a good platform<\/h2>\n<p>Let\u2019s address the most important fact first: if you\u2019re hosting a virtual meeting, you should be using the right tool for the job. Don\u2019t make your participants struggle to use a platform that\u2019s glitchy or has a terrible user experience.<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/rcapp.html\" target=\"_blank\" rel=\"noopener noreferrer\">RingCentral\u2019s desktop and mobile apps<\/a> come with integrated video conferencing, screen sharing, and messaging\u2014all of which combine to give you the best possible virtual meeting experience.<\/p>\n<p>It\u2019s easy to set up and manage, and you can even flip between devices if you need to:<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/rcapp.html\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter wp-image-5773 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image6-75-1024x621.png\" alt=\"RingCentral\u2019s desktop and mobile apps\" width=\"840\" height=\"509\" \/><\/a><\/p>\n<p>Not only that, you can set up security for your virtual meetings like passwords and meeting IDs so that it\u2019s less likely that someone can just hack their way in:<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/video\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter wp-image-5774 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image4-111-1024x715.png\" alt=\"RingCentral Video Meeting\" width=\"840\" height=\"587\" \/><\/a><br \/>\n<a name=\"Invite the relevant parties\"><\/a><\/p>\n<h2>2. Invite the <i>relevant<\/i> parties<\/h2>\n<p>The first step for scheduling a <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/virtual-meetings\/\">virtual meeting<\/a> is writing down or typing out a list of all the people who need to attend. Try your best to only send out invites once, instead of cluttering up inboxes with updated-meeting-guest notifications. And keep it tight!<\/p>\n<p>According to <i>Harvard Business Review<\/i>, the most productive meetings have fewer than eight people<sup>1<\/sup>. Only invite the people who need to be there, and let everyone else use their time more effectively. More people does <i>not<\/i> equal a better meeting.<\/p>\n<p>When sending invites, the subject of the meeting should also be abundantly clear to avoid confusion. (It also helps your participants prepare for the meeting.)<\/p>\n<p>Here are a few more tips from our Better Meetings Masterclass on how to make your meetings more productive:<\/p>\n<p><iframe sandbox=\"allow-scripts allow-same-origin allow-presentation\" title=\"BMMC ep 03\" src=\"https:\/\/player.vimeo.com\/video\/444978251?dnt=1&amp;app_id=122963\" width=\"500\" height=\"281\" frameborder=\"0\" allow=\"autoplay; fullscreen; picture-in-picture; clipboard-write; encrypted-media; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/p>\n<p><span style=\"font-weight: 400;\">[ebook-download title=&#8221;Learn more about managing your finances as a remote team&#8221; src=&#8221;&#8221; link=&#8221;\u200bhttps:\/\/www.ringcentral.com\/remote-work-finance-playbook.html\u200b&#8221;]<\/span><br \/>\n<a name=\"Set a time that best fits everyone\u2019s schedule\"><\/a><\/p>\n<h2>3. Set a time that best fits everyone\u2019s schedule<\/h2>\n<p>Most apps in use by offices today make this easy. <a href=\"https:\/\/www.ringcentral.com\/office\/integrations\/overview.html\" target=\"_blank\" rel=\"noopener noreferrer\">RingCentral Office<\/a>\u00ae integrates all sorts of calendars apps, such as <a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-office-365\" target=\"_blank\" rel=\"noopener noreferrer\">Microsoft Outlook<\/a>, <a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-for-google-calendar\" target=\"_blank\" rel=\"noopener noreferrer\">Google Calendar<\/a>, and even third-party options like Calendly.<\/p>\n<figure id=\"attachment_5775\" aria-describedby=\"caption-attachment-5775\" style=\"width: 840px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-for-google-calendar\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"wp-image-5775 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image1-164-1024x887.png\" alt=\"RingCentral Office\u00ae integrates all sorts of calendars apps, such as Microsoft Outlook, Google Calendar, and even third-party options like Calendly.\" width=\"840\" height=\"728\" \/><\/a><figcaption id=\"caption-attachment-5775\" class=\"wp-caption-text\">RingCentral\u2019s integration with Google Calendar lets you create links for attendees to join meetings right in your Google meeting invite.<\/figcaption><\/figure>\n<p>&nbsp;<\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><strong>Pro-tip:<\/strong><\/div>\n<p>Remember to double check that you have your time zone settings aligned in the calendar, especially if you have people dialing in from different parts of the country or world.<\/p>\n<\/div>\n<p><a name=\"Set an agenda\"><\/a><\/p>\n<h2>4. Set an agenda<\/h2>\n<p>Time is a valuable commodity. When you\u2019re on a conference call with multiple people, it can be really easy to go off on tangents and lose track of time.<\/p>\n<p>So, have an agenda and try to stick to it. To make the best use out of everyone\u2019s time, you can even send an agenda via email the day before you meet.<\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><strong>Pro-tip:<\/strong><\/div>\n<p>RingCentral Office can sync your contacts with your platform of choice so you can easily send out the agenda to participants all at once.<\/p>\n<\/div>\n<p><a name=\"Test your conference line\"><\/a><\/p>\n<h2>5. Test your conference line<\/h2>\n<p>If you\u2019re the host, get on your conference line first to make sure it works.<\/p>\n<p>By making a test call to a designated conference phone line and checking the video capabilities (as well as <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/screen-sharing-software\/\" target=\"_blank\" rel=\"noopener noreferrer\">screen sharing<\/a> and presentation functions) if you\u2019re video conferencing, you can avoid the annoyance (and inefficiency) of a delayed start.<br \/>\n<a name=\"Dress to impress\"><\/a><\/p>\n<h2>6. Dress to impress<\/h2>\n<p>Yes, most people are working from home right now. That means the internet is full of hilarious videos of people unintentionally flashing their coworkers.<\/p>\n<p>So, get dressed. It\u2019s not too much effort to put on pants. Out of all the possible office reputations, do you really want to be \u201cthe nudist\u201d?<br \/>\n<a name=\"Be on time\"><\/a><\/p>\n<h2>7. Be on time<\/h2>\n<p>This one <i>should<\/i> go without saying, but it\u2019s still worth mentioning. When you\u2019re late to a meeting, it tells participants that you don\u2019t respect their time. This is especially true in a virtual meeting where they have no idea whether you forgot about the meeting, are just about to call in, have other appointments scheduled, or have something urgent that unexpectedly came up\u2014they\u2019re just staring at an empty screen.<\/p>\n<p>Want to encourage people to be on time? With<a href=\"https:\/\/www.ringcentral.com\/video.html\" target=\"_blank\" rel=\"noopener noreferrer\"> RingCentral Video<\/a>, the host can block participants from joining late. Hey, punctuality is one of those things that never goes out of style.<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/video.html\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter wp-image-5776 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image5-88-1024x458.png\" alt=\"Block participants from joining late using RingCentral Video\" width=\"840\" height=\"376\" \/><\/a><br \/>\n<a name=\"Set the tone for the meeting\"><\/a><\/p>\n<h2>8. Set the tone for the meeting<\/h2>\n<p>When you finally have everyone in the virtual meeting on the line, be confident in your approach.<\/p>\n<p>Remind everyone whether the meeting will be just audio or will include video. This makes sure no one accidentally has their camera on for a voice-only meeting.<\/p>\n<p>Also, give a quick overview of the agenda before you start\u2014it\u2019ll help set the tone and pace of the meeting.<br \/>\n<a name=\"Introduce your meeting attendees\"><\/a><\/p>\n<h2>9. Introduce your meeting attendees<\/h2>\n<p>Often, when you\u2019re on a conference call, people who call in from different locations may not know each other.<\/p>\n<p>If you\u2019re running the show, make introductions right away. Share each attendee\u2019s full name and what they do. Depending on the amount of time you have, invite them to say hi. This helps ease everyone into the conference call and get comfortable speaking up.<br \/>\n<a name=\"Stay calm\"><\/a><\/p>\n<h2>10. Stay calm<\/h2>\n<p>The collaborative nature of a conference call can sometimes raise energy levels. Sometimes people can get really excited and speak too soon or cut off others as soon as an idea pops into their minds. It can also be difficult to interject in a virtual meeting because you can\u2019t always see someone\u2019s facial reactions.<\/p>\n<p>To avoid cutting people off, think before you speak. When you\u2019re ready, wait for a gap in the conversation and politely ask if you can add your two cents.<\/p>\n<p>To help minimize interruptions, you can also tell participants that questions or more discussion will come at the end of the meeting. Ask attendees to write down their thoughts as they occur, and you can address them later on.<br \/>\n<a name=\"Mute when it\u2019s not your turn\"><\/a><\/p>\n<h2>11. Mute when it\u2019s not your turn<\/h2>\n<p>Background noise is common on conference calls. It can be distracting. Sometimes, it can be really annoying.<\/p>\n<p>Since most of us are at home right now, we can\u2019t control all the background noise\u2014but we can at least minimize it by muting when we don\u2019t need to speak, especially if an overprotective dog or vocal cat is in the room.<\/p>\n<p>On the other hand, remember to unmute when it <i>is<\/i> your turn to talk. Otherwise, your participants will have to sit through an (increasingly) awkward silence.<\/p>\n<p>Remind attendees to do the same. With RingCentral Video, the host can also mute participants, which could save everyone\u2019s ears.<br \/>\n<a name=\"Take notes\"><\/a><\/p>\n<h2>12. Take notes<\/h2>\n<p>It can be hard to stay focused during a virtual meeting, especially if you\u2019re not video conferencing and no one can see what you\u2019re doing.<\/p>\n<p>Try not to multitask and do other work while on the call. Taking notes can help you pay attention so that you don\u2019t miss crucial information, and you\u2019ll also be ready to respond or contribute because you know exactly what\u2019s going on.<br \/>\n<a name=\"Have necessary files and pages open\"><\/a><\/p>\n<h2>13. Have necessary files and pages open<\/h2>\n<p>If you\u2019re sharing documents, presentations, or websites during the call, make sure they\u2019re already open in their respective applications or tabs so you can access them quickly. This shows that you\u2019ve come fully prepared.<\/p>\n<p>And conversely, make sure anything unnecessary is closed. Your colleagues might not want to see your strange Amazon orders, and you might not want them to see what you\u2019ve been asking Google.<\/p>\n<p>Need to show some data? <a href=\"https:\/\/support.ringcentral.com\/s\/article\/View-Usage-Metrics-and-Performance-Reports-RingCentral-Video?language=en_US\" target=\"_blank\" rel=\"noopener noreferrer\">RingCentral Video<\/a> helps you track real-time insights across your company, all from the admin portal. You can see and share information in real time with participants to help level up your meeting.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-5777\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image2-141.png\" alt=\"RingCentral Quality of Service\" width=\"624\" height=\"406\" \/><br \/>\n<a name=\"Get to know your attendees\"><\/a><\/p>\n<h2>14. Get to know your attendees<\/h2>\n<p>If you\u2019re being joined by people you haven\u2019t met before, make the effort to figure out who they are and what they do ahead of time. This can give you what you need to build relationships more easily during a call. Ask your colleagues, check their company site, or creep their LinkedIn.<\/p>\n<p>Knowing some background information can help you to find topics of shared interest. You can use this during the meeting to build common ground or to start small talk during lulls to keep the atmosphere light.<\/p>\n<p>You\u2019re a person, not a robot. And it\u2019s the same for everyone else on the call (hopefully). So don\u2019t be afraid to make jokes and have fun.<br \/>\n<a name=\"Ask if there are any questions\"><\/a><\/p>\n<h2>15. Ask if there are any questions<\/h2>\n<p>As your virtual meeting nears the end, you should make sure that everyone\u2019s had a chance to be heard. Some colleagues might be shy, so a reminder that you want to hear them will help them speak up.<br \/>\n<a name=\"Send a recap\"><\/a><\/p>\n<h2>16. Send out a recap<\/h2>\n<p><a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/how-to-take-meeting-notes\/\" target=\"_blank\" rel=\"noopener noreferrer\">Meeting notes<\/a>: nobody likes taking them, but everyone\u2019s got to have them. Notes are a must for busy meetings, so always make sure that someone is taking the minutes. These should include the agenda, the actions or tasks to be taken, the point person for each action, and the due dates. Afterwards, send the minutes to all participants.<\/p>\n<h2><b><a href=\"https:\/\/ringcentral.valuestoryapp.com\/meeting-value-calculator\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter size-full wp-image-48150\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2021\/03\/meetingvaluecalculator.png\" alt=\"meeting value calculator\" width=\"2000\" height=\"880\" \/><\/a><\/b><\/h2>\n<h2>Mind your virtual meeting manners<\/h2>\n<p>There you have it\u2014the best tips for improving your virtual meeting etiquette. Remember that conference call bingo sheet from up top? Imagine running a meeting and having nobody tick a single box. We can dream, right?<\/p>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<hr \/>\n<div style=\"font-size: 14px;\"><sup>1<\/sup> hbr.org\/2018\/06\/the-most-productive-meetings-have-fewer-than-8-people<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Virtual meetings make up the majority of meetings happening at the moment. So it\u2019s safe to say that virtual meeting etiquette has never been more important. Even before COVID-19 though, virtual meetings and conference calls weren\u2019t exactly beloved. Connection issues, painful microphone feedback, and screen-sharing mishaps are just a few of the things that can &#8230;<\/p>\n","protected":false},"author":29,"featured_media":46776,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[356,17571,18198,2771],"class_list":["post-42134","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-remote-work","tag-video-meeting-etiquette","tag-virtual-meeting-etiquette","tag-virtual-meetings"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>16 ways to improve your virtual meeting etiquette | RingCentral<\/title>\n<meta name=\"description\" content=\"Learn about virtual meeting etiquette, how to respect everyone\u2019s time, and how to have better 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