Actionable Etiquette Tips for Zoom Meetings

In today's ever-evolving work landscape, video conferencing has become an indispensable tool. Whether it's keeping teams connected remotely or prioritising health and safety during a pandemic, Zoom and similar platforms have revolutionized the way we collaborate. However, ensuring a productive and professional online meeting experience requires a strategic approach. Here are 7 actionable Zoom tips to help you shine during your next video call:
 
Be Prepared, Be Present: Pre-circulate any materials or talking points for the meeting the day before. Take some moments beforehand to review the agenda and mentally prepare your contributions. If you prefer taking notes by hand, have a pen and paper ready. If you're presenting, ensure your notes or files for screen sharing are easily accessible.
 
Mind Your Background: Gone are the days of messy bedrooms or cluttered home offices as your backdrop. Luckily, Zoom offers virtual backgrounds that allow you to choose a professional-looking environment. Alternatively, a simple blank wall with minimal furniture can suffice. Remember, avoid anything distracting like unmade beds, dirty dishes, or cluttered shelves.
 
Make a Great First Impression: Take a few minutes before joining to freshen up and ensure you appear professional. Refrain from eating, chewing gum, or sucking on candy during the call, as it can be visually distracting. Have a glass of water and a clean glass nearby, and aim to join the meeting a couple of minutes early.
 
Be an Active Participant: Foster a collaborative environment by allowing everyone the opportunity to voice their opinions and contribute to the discussion. To break the ice, consider prepping some talking points beforehand and actively speak up early in the meeting. Taking initiative demonstrates your commitment and value to the team.
 
Professionalism Matters: Treat online meetings with the same respect and professionalism as in-person gatherings. Having your camera off can come across as disengaged or disinterested. However, if you need to mute yourself momentarily due to background noise or unexpected interruptions (e.g., a spilled drink or noisy children), do so for a brief period (30-40 seconds) to minimize disruption. Remember to turn your video back on as soon as possible.
 
Utilise the Chat Feature Strategically: The chat function is a valuable tool for sharing additional information or asking quick questions. However, remember everyone has access to the chat history, so maintain a professional tone and use it only for meeting-related content. It's best to use the chat function when the moderator allows it or after the main discussion points have been covered.
 
Follow Up is Key: If you're tasked with creating a meeting summary or report, capitalize on the momentum by sending it out as soon as possible after the call. This keeps everyone engaged and on the same page.
 
Conclusion
By incorporating these tips into your video conferencing routine, you can ensure a seamless and productive online meeting experience. Remember, a little preparation and attention to detail go a long way in creating a positive and professional impression on your colleagues and superiors. So, the next time you log in to Zoom, embrace the virtual environment and elevate your video conferencing skills!
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