Virtual Meeting Etiquette

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Here is a guide of reminders of pre-meeting, during meeting, and post-meeting etiquette rules for planning and meeting in a virtual meeting environment.

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Virtual Meeting Etiquette

  1. 1. Virtual Meeting Etiquette The Do’s and Don’ts of for the Pre-Meeting Meeting Time Post-Meeting
  2. 2. Planning As a team, or majority of the team, agree upon a consistent virtual meeting day and time
  3. 3. Pre-Meeting Project Manager or meeting facilitator should decide how to virtually host the meeting Be consistent Make sure team members have access
  4. 4. Pre-Meeting Determine what the meeting goals and agenda will be and verify with other important team members
  5. 5. Pre-Meeting Project manager or meeting facilitator should send out a email invite/reminder about the meeting Do’s  Let people know how you will meet virtually  Give RSVP deadline  Send the agenda  Double check spelling and grammar  Send invites to correct team members
  6. 6. Pre-Meeting Invited meeting attendees should RSVP in a timely manner Do’s  Inform project manager or meeting facilitator of extra notes or content for meeting agenda (if needed)  Notify if you will be late  Notify if you cannot attend  Provide notes or files that are needed to share if you cannot attend
  7. 7. Pre-Meeting Don’ts  Hold a meeting if the main people that need to attend won’t be there  Cancel a meeting last minute, give a good amount of time so team members can arrange something else in their schedule
  8. 8. Pre-Meeting Project manager or meeting facilitator should be online at virtual meeting location 5-10 minutes before start time Meeting attendees should make sure all equipment is working ahead of time (microphone, speakers, webcam)
  9. 9. Meeting Time Attendees should arrive a few minutes before or exactly at the start time Don’t  Show up late without telling anyone  Be unprepared with what the meeting is about
  10. 10. Meeting Time Project Manager or meeting facilitator should welcome meeting attendees and make sure everyone’s speakers and microphone work properly Do’s  Briefly go over meeting agenda  Remind attendees about virtual meeting etiquette  Give an estimated end time for the meeting
  11. 11. Meeting Time Attendee Do’s  Focus on the meeting, eliminate distractions  Mute your cellphone  Mute your microphone when you are not speaking  Use the chat box to write questions or comments  Be prepared to present your work  Know how to operate virtual meeting tools
  12. 12. Meeting Time Attendee Don’ts  Get off topic  Shout into microphone  Be unprepared as to what is going on  Be unprepared to operate virtual meeting tools
  13. 13. Meeting Time Project Manager or meeting facilitator should make sure that the meeting is following the agenda Do’s  If the conversation gets off topic, steer the group back on course  Make a note to go back to the conversation after all agenda items have been covered
  14. 14. Meeting Time Virtual meeting time is just as or more valuable than in-person meeting time. There should be a sense of achievement and forward focus by the time the meeting ends.
  15. 15. Meeting Time Return to the “off-topic” conversations that were brought up during the meeting
  16. 16. Meeting Time Questions and clarifications on topics and tasks should be made before the meeting is finished. Attendee’s should know what to work on before the next meeting.
  17. 17. Post-Meeting Project Manager or meeting facilitator should wrap up the meeting and give a reminder for the next meeting.
  18. 18. Post-Meeting Project Manager or meeting facilitator should follow up by sending out meeting summary to team members no later than a day after the meeting. This will also keep members who were absent on track and in the loop.
  19. 19. Post-Meeting Project Manager or meeting facilitator don’ts  Push your work or duties off onto others  Take too long to follow up and send out meeting notes Do’s  Prepare for next meeting  Update files, calendars  Be available to help and answer questions
  20. 20. Post-Meeting Team member do’s  Work that was assigned  Contact team members or the project manager for help  Prepare work or progress to report at next meeting

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