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Video Call Etiquette: HR Experts Share Top Tips for Virtual Meetings

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The average employee spends an average of 3.5 days each week working from home, meaning that video calls have become an indispensable tool for communication, whether it’s for meetings, catch-ups, or training.

While working from home offers comfort and flexibility, HR experts highlight the importance of observing proper video call etiquette. Moneypenny spoke with Vit Koval, HR expert and co-founder at Globy, and Michael Sawyer, operations director at Ultimate Kilimanjaro, to uncover best practices for video meetings.

Be prepared and punctual

Vit emphasises the importance of punctuality and preparation for video calls. “Being late to every meeting could indicate poor time management or a sign of disinterest.”

Michael adds, “Punctuality is crucial, whether for general meetings or interviews. You must remain respectful of everyone’s time and attend the meeting at the agreed-upon start time.” This will demonstrate professionalism and appreciation.

To ensure timeliness, consider setting a calendar reminder 15 minutes before your meeting. This will give you enough time to wrap up other tasks and prepare for the call. If an agenda was provided in the call invitation, consider reviewing it at this time in case you are required to prepare any ideas.

Mute your microphone

Interrupting others can disrupt the flow of conversation and is considered unprofessional. Michael notes, “Talking over others during a meeting is a major red flag. It’s important to listen and wait for your turn to speak.”

He suggests politely interjecting with a raised hand if you need to contribute mid-discussion. “Letting someone finish their thoughts before speaking is a basic rule. Overlapping conversations can happen anywhere at any time, especially during a video call. However, when someone is speaking, others should listen and wait for one person to be done speaking before they begin speaking.”

Additionally, the experts said to try and be aware of background noise and to mute your mic when not talking. Michael advises treating video calls with the same respect as in-person meetings. “Muting your mic when not speaking prevents background noise and feedback, allowing everyone to focus on the speaker.”

Stay engaged and avoid multitasking

Vit stresses the importance of staying focused during meetings. “Working on other tasks or constantly moving away from the camera can signal a lack of engagement.”

To overcome the temptation of working on other tasks, close any unnecessary apps or tabs before the meeting starts to help you concentrate on the discussion.  Additionally, if you have the option to set your status to do not disturb, this will mute work chats and signal to coworkers that you’re unavailable for a short period of time.

If possible, set specific times outside of meetings to work on tasks that require your undivided attention. This can help you feel less pressured to multitask during video calls.

Address technical issues

While technical glitches are sometimes unavoidable, repeated issues can reflect poorly on your preparedness. Vit explained that consistent technical problems, such as poor internet connection or malfunctioning equipment, indicate a lack of preparation and that ensuring you’re properly resourced and trained can enhance communication and productivity.”All these need investigation, and they need rectification, as it will break the flow of communication and reduce productive time.”

To avoid any technical issues before a call, ensure that your laptop is fully charged or plugged in to avoid running out of battery during a call.

Additionally, ensure that your software is up-to-date, as this can often cause technical issues such as your mic or sound not working properly, along with avoiding any unexpected updates in the middle of the call.

Dan Marshall, group head of digital at Moneypenny, adds, “We hope these insights from experts provide practical advice and enhance interactions in a virtual space.”

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