Now, bad pandemic habits may be sending an unintended message.
“We all did a lot of video calls, and that created a sense of contentment,” says Liz Weiss, author of the “Hybrid Working Guide” from Debretts, a British professional coaching company specializing in etiquette. “Everyone’s standards have dropped.”
So, what is expected from meetings these days?
We spoke to etiquette experts to get the best tips for meetings in this new environment.
Virtual meetings have changed the way we think about meeting attire. In some cases, the top was business and the bottom was pajamas. But experts say that no matter how appealing it may be for men to participate without wearing pants, they shouldn’t do so.
“You never know when you’re going to have to pop up. [out of your seat]” said Diane Gottesman, owner of Protocol School of Texas, a San Antonio-based professional etiquette training company. “You have to expect something to happen, even if it probably won’t.”
Switzerland-based etiquette consultant Julia Esteve Boyd says to consider your overall appearance. If you’re on a video call with your girlfriend’s colleagues, the dress code might be a little more casual, but if you’re with a client or executive, you might need to dress up.
“You need the same level of formality you would have in an in-person meeting,” she says.
Hybrid environments often have more distractions. Whether it’s your roommate talking to you, an email ping, or a side notification, there’s a good chance you’ll be interrupted.
For important meetings, experts say it may be helpful to turn off notifications and keep an eye on the screen. As you wander your gaze, other participants can see it. In more casual situations, such as catching up with a close colleague, it may be okay to draft an email during a meeting. Let others know that you are doing a simple task.
It’s considered polite to mute when you’re not speaking, especially in large meetings or when there’s noise in the background. However, experts say you should try to keep your camera on whenever possible. Turning it off may indicate that you’re not paying attention.
“Remember that even if you’re working remotely, you still need to be fully present and engaged,” says Esteve-Boyd.
Keep dirty dishes out of sight
All attendees, whether remote or in-person, should be aware of their background.
If virtual, keep your background tidy and free of distractions. Gotzman said a blank wall is fine, but a work corner is even better. For a formal video call, you might not want to leave your bed or dirty dishes behind you. Also, in some cases, such as in a crowded coffee shop, you may not want people nearby to be visible in the meeting, so you may need to blur the background. You can also use virtual backgrounds. Esteve-Boyd says make sure your images aren’t distracting with too much animation or flashing colors.
If attending in person, you should be careful not to have too much background lighting. This can darken the image of participants in the room.
If you regularly pick your fingernails, swivel in your chair, stare at the window, roll your eyes, or slouch, you may be unintentionally making yourself bored and unfocused. It may give the impression that.
Body language and facial expressions are extremely important in hybrid meetings. Video conferencing tools can not only enlarge the image of virtual participants, but in some cases even show real participants their own boxes on the screen. This means that your every move and face will be more obvious to others.
“All of this is exaggerated on screen,” Wise said. “Please be aware of these things.”
One of the benefits of hybrid meetings is that users can participate via voice or chat. However, not all chat is welcome and excessive chat can be distracting.
“We recommend using it sparingly,” says Estave Boyd. “Sometimes I’m too busy reading books.” [chat] Chain, I’m not listening to the speaker. ”
Meeting organizers can also disable the chat feature if they feel it’s too distracting, she added. Also, if the message in the chat is important, it’s important to verbalize it, as direct attendees may not understand a fleeting pop-up, Gottsman says.
One of the worst things about hybrid meetings is that people often don’t feel included. Whether it’s interruptions due to video lag or funny things happening in the room, virtual participants often become isolated.
“If something interesting happens…make sure you say, ‘You may not have heard, but this is what was said,'” says Estave Boyd. “It shows you recognize that they’re still part of the conference.”
Video delays can cause attendees to accidentally talk over each other, causing awkward interruptions. Gottesman said it is important for all attendees to pause and allow space to accommodate the delay so everyone can participate if they wish. You may also need to use a hand gesture if it’s difficult to interrupt, Weiss added. Virtual participants can use the Raise Hand feature. Although this issue may still occur from time to time, it is important to make an effort to involve all attendees, especially virtual attendees.
“Successful meetings are ones where everyone feels like they have the space and permission to speak,” Weiss says.
Munching on a screen can be distracting and uncomfortable. So keep snacks off-screen whenever possible.
An exception to this is if everyone eats or snacks during the meeting, such as during a lunch meeting, because that’s the only opportunity. But Gottesman said to keep your camera on if possible.
“I want you to watch me eat your sandwich and then turn off the camera,” she said. “If it’s turned off, you don’t know if you’re really there.”
But if munching on a camera makes you uncomfortable, tell attendees you’ll turn off the camera for the meal, then turn it back on when you’re done eating, says Esteve Boyd.
Recognize problems in advance
There may be extenuating circumstances that require you to work in a noisy environment, leave work early, or attend a meeting late. Experts say it’s always best to inform attendees and moderators in advance in these cases.
“As with all etiquette, it’s important to be aware,” Wise says. “Please explain the strange situation you are in.”
respect everyone’s time
Rules of thumb for meetings: Show up on time and end on time. This is especially important now as many people are doing back-to-back hybrid meetings, which can lead to video fatigue.
There may be times when you need to start a meeting a few minutes late, but you should always end it on time, if not early, Gottesman said. Stay focused on the topic. If you have something to discuss at the end, follow up after the meeting unless it’s important.
“I don’t want to start a new meeting one minute before I leave,” she said. “If you drag out the meeting, you won’t be my favorite companion.”