Meeting etiquette continued - 2020 edition

Way back in 2015 I wrote a couple of posts about meeting etiquette. One was for physical meetings and one for online / phone meetings.  Things have moved on with online meetings and following a post on LinkedIn from Kendra Ross I thought I ought to update my thoughts. So, once again, in no particular order:

Organisers

• If you are arranging the meeting send everybody the correct method to connect to the meeting.  Check that it works before sending it. Send it in a meeting invitation and not in a separate email. That will get lost.
• Be aware of the technology you are using and how your guests might be connecting. Are there any corporate restrictions on inviting external people to your Teams meeting?  Do all attendees need to be using a locally installed version of Zoom to get all functionality, or is the web version ok? Will people need to download anything on their tablet / mobile phone before being able to join? 
  
• Make sure that  if there is a waiting room, you are using the right account when you join, to allow people in. 

Attendees

• Check that you have the means to use the methods provided, as soon as you receive them.  It is frustrating for all, to have attendees turning up at random periods after the start time because their phone / tablet / laptop / computer couldn’t use the appropriate technology for the meeting.

Everyone

• I think it would be fair to say that standard meeting rules apply, as it doesn’t really matter what forum the meeting is in, it is still a meeting.  However, turning off electronic devices may be difficult due to the way you access these meetings. You should however, not carry out other work in the background.  Your lack of attention WILL be found out.
• If the meeting involves webcams, try to sit where there will be the least amount of distraction behind you.  If you have to use the in-built webcam, try and angle your screen so that people aren't looking at your chest or up your nose. 
• Turn up a few minutes early. Test your connection. Have everything ready so that at the agreed time, the meeting can start.
• Mute your phone / microphone when you are not talking.  Other people do not want to hear your background noise, whether it is builders, children, animals, emergency services sirens, office chatter or anything else. Yes, we are now more accepting of life happening around others, but that doesn't mean we want to listen to what is happening around you all the time.
• Use headphones rather than speakers, if possible. This reduces feedback.
• If you are going to use bluetooth headphones for the microphone, charge them. Also, make sure they are not connected to your mobile and laptop, cutting you off when someone calls your mobile.

As Kendra states in her post:

• Have a buffer between meetings of 10-15mins either side. Hopefully this ensures you aren’t late & gives you the added benefit of a break to stop video conference fatigue
  
• If you are going to be late be respectful of that person's time - message them to give an ETA but also confirm they still have time to meet, otherwise reschedule.
  
• Apologise if late, I’ll say this again, apologise if late! It can help take the sting out wasting their time.
  
• Have a good look at who you are often late for, do you think they are less important? Do you not value them? What is the silent message you have sent them by been late?
  

What's missing?
 

---