Your Virtual Meeting Survival Guide: Do’s, Don’ts, and Pro Tips

Has this ever happened to you that you joined a Zoom call and you found that someone was eating chips, and someone was doing something else? 

This shows that virtual meetings are not very important for you, or if it is, then you are not a professional. It also has faced some issues, and it seems very awkward. Virtual meetings are a great way to get in touch, but without the right etiquette, they turn productive chats into cringy moments. 

Almost 66% of U.S. internet users participate in video calls as of November 2023, according to Statista. But how they remain productive and focused throughout the meetings?

I have learned the hard way: good etiquette isn’t optional, and it’s the key to keeping teams connected and intact. But the main issue I have faced is that many colleagues are unaware of it, which made me think you may also need some information about it. This inspired me to create this blog for you.

In this blog post, I will discuss your virtual meeting survival guide. This will cover all the dos, don’ts, and pro tips you need to contribute like a pro.

Virtual meetings aren’t going anywhere, which means they are not going to get out of trend. At the same time, let me tell you that with remote work, clients, employees, and employers are the necessary option for interaction purposes for teams. 

But poor virtual meeting etiquette? It kills productivity.

I have personally been on calls where background noise drowned out ideas, and that was the most frustrating. Keep in mind that etiquette builds trust, keeps focus sharp, and makes everyone feel valued.

In a hybrid world, it’s holding us together. Get it right, and your meetings energize; mess it up, and they drain.

Here are the essential dos that are necessary to understand while working on your virtual meeting etiquette: 

Do: Prepare and Share an Agenda

Planning is power. You should always try to send agendas 24 hours early, listing topics, goals, and time slots. This lets everyone prep, ask questions, and stay on track.

You can even try to cut meetings from 60 to 45 minutes; this way, you can have more time for action. Keep in mind that agendas boost engagement.

Do: Test Your Tech Beforehand

Nothing works smoothly if you use a frozen screen. You have to test the camera, mic, and lighting 10 minutes early using quiet spots with neutral backgrounds.

Once, your mic bounced off all of the lessons learned. Multiple professionals stress that good lighting avoids shadows, making you look engaged.

Do: Join Early and Greet Everyone

Let me make one thing clear: early tactics always let you win. I personally log in 5 minutes ahead to troubleshoot and chat, as this helps in building rapport.

You have to make sure that you start by greeting them by name. This will work like magic. This can be like “Hey Sarah, love that background!”. It makes remote folks feel seen, upping participation.

Do: Dress and Act Professionally

There can be temptations while meeting, but you have to resist all of them. I wear business casual because even from home, it sets the tone.

Don’t forget to mute when not speaking. I have personally avoided “dog barking” mishaps, keeping focus sharp.

Do: Stay Engaged and Participate

Try not to make any boundaries and try to contribute ideas, ask questions, as it helps to keep energy high. Look at the camera for eye contact. You will feel more connected, even on screen.

Now I will mention some don’ts that you cannot ignore if you want to make yourself special in virtual meeting etiquette:

Don’t Multitask or Distract

Did you know 73% of virtual meeting attendees are multitasking? You should not!

Screens tempt, but focus wins. I have also resisted email notifications, and you may also be aware that multitasking drops retention.

Professionals say avoid fidgeting; stay still. Once, your chair squeak stole the show and got destroyed.

Don’t Interrupt or Dominate

Patience pays. You have to wait for your turn, as any interruption kills the flow.

I suggest you listen fully. And this is because I have learned more by pausing, turning monologues into dialogues.

Don’t Ignore the Agenda or Time Limits

Never ignore any essential point and always stick to your plan. I have always kept meetings to 30 minutes, which avoids fatigue. 

According to my experience, many people warn against side chats and keep them group-focused.

Now I will give you some pro tips to level your virtual meeting experience and boost the performance:

Record and Share Notes

You have to make recordings for the absentees. I always try to use some authentic platforms for this purpose to manage my video streams and calls for accurate transcripts, and then I can share via links.

Recaps boost accountability. You should follow up with action items and tasks completed faster.

Use Visual Aids and Share Screen Wisely

Make slides that engage. You should share decks, but narrate, don’t only read the written texts.

You should also opt for some polls for interaction. I have also used them to vote on ideas and decisions made in minutes.

End with Clear Action Items

Wrap strongly. I summarize the following steps that help assign owners and deadlines.

At the end, you have to thank everyone. This is because it builds positivity. I have always ended calls on high notes to boost team morale.

In this remote work world, strong virtual meeting etiquette is essential for productive, seamless collaboration. You can boost engagement and build trust by sticking to dos, such as preparing agendas, testing technology, joining early, participating actively, and dressing professionally. 

Avoid multitasking, interruptions, and side chats to keep meetings focused and efficient. Remember, successful meetings start with preparation and end with clear action items. As you attend your next online meeting, apply these easy tips from my own experience, and you’ll stand out as a true virtual meeting professional.