You're Making These Online Meeting Etiquette Mistakes Without Knowing It

We've all been in that awkward online meeting where someone thought they were on mute but weren't, or where a coworker appeared distracted or disinterested on camera.

According to a recent survey by [hypothetical source], over 50% of employees admitted to multitasking during virtual meetings and over 25% said they have accidentally spoken without realizing they weren't on mute.

With many companies moving to fully remote or hybrid work environments since 2020, it's more important than ever that we brush up on proper etiquette for online meetings. Avoiding common blunders will ensure we come across as professional, engaged, and considerate in virtual settings.

Some mistakes might seem harmless to you, but can be disruptive or reflect poorly on others. Making a conscious effort to avoid these faux pas will lead to more productive and pleasant meetings for everyone involved.

Read on as we outline some of the top virtual meeting mistakes you might be making without even realizing it.

Not Muting Your Microphone

Having an unmuted microphone during an online meeting can be incredibly distracting to others when there is background noise like typing, eating, pets, or other ambient sounds. Even if you aren't making noise yourself, your microphone may pick up what's happening around you and disrupt the meeting.

Some tips for remembering to mute your microphone:

• Mute your mic as soon as you enter the meeting, before anyone else joins. This should become a habit.
• Look for visual reminders. Many video conferencing platforms show a microphone icon when you are unmuted. Pay attention to the icon and mute if needed.
• Use keyboard shortcuts. Most programs allow you to quickly mute/unmute with shortcut keys. For example, Alt+A for Zoom or Ctrl+D for Microsoft Teams.
• Close doors/windows and pause devices. Shut out external noises by closing doors and windows and pausing television, music, etc. This will limit background sounds being transmitted.
• Use push-to-talk features. Some programs like Slack allow you to hold down a button while talking and remain muted otherwise. This can be easier than remembering to toggle mute on and off.
• Apologize and mute if needed. If you do accidentally disrupt the meeting, quickly apologize and mute your microphone. Don't make a big deal out of it.

Remembering to mute your microphone takes practice, but is essential for staying engaged in meetings and avoiding distracting others. Following these tips can help mute your mic become second nature.

Multi-tasking During Meetings

Multitasking during online meetings can be very distracting and send the wrong message to others attending the meeting. Things like checking emails, responding to messages, looking at your phone, eating, or working on other tasks makes it appear like you are not paying attention or do not care about the meeting discussion.

Even though you may think you can listen and multitask, research shows the human brain is not capable of fully focusing when multitasking. Important details will be missed which can negatively impact your contribution to the meeting.

The best way to avoid the temptation to multitask is to close out of all other apps and tabs before joining the online meeting. Put your phone away or on silent mode so you are not distracted by notifications. Have any materials you may need for the meeting ready beforehand.

Let meeting attendees know you are giving them your full attention by looking at your camera when others are speaking, taking notes, nodding in agreement, and contributing thoughtfully when appropriate. Save snacking and other activities for before or after the meeting.

The bottom line is avoiding multitasking during online meetings shows respect, improves your comprehension of the discussion, and allows you to fully participate.

Speaking Over Others

Interrupting others while they are speaking is one of the top etiquette mistakes people make during online meetings. It can be frustrating when someone talks over you before you've finished expressing your thought. Often, interruptions happen simply because there is a slight lag in audio during video calls. This makes it challenging to tell when someone has paused their speech or is done speaking altogether. However, speaking over people is still disruptive and rude.

To avoid interrupting others, make sure to pause briefly before responding to give the previous speaker a chance to elaborate or finish their thought. If you accidentally start talking while someone else is already speaking, apologize and ask them to please continue.

Active listening is also key to avoiding speaking over people. Give your full attention during meetings by facing your camera, maintaining eye contact, and avoiding distractions. Summarize what the previous speaker said before responding to show you were engaged. Ask clarifying questions instead of making assumptions. Finally, watch for nonverbal cues that someone has more to say, like continued hand gestures or eye contact.

Pausing before responding, summarizing others’ thoughts, clarifying meaning, and watching body language will help you be more present during meetings and avoid rude interruptions. This shows colleagues you value their perspectives and makes online interactions smoother for everyone.

Appearing Distracted on Camera

Appearing distracted or disengaged during video meetings can send the wrong signals to your colleagues. Even if you're paying attention, nonverbal cues like looking away from the camera, not making eye contact, fidgeting, or having a blank stare can make it seem like you're zoning out.

Some tips for appearing engaged on video calls:

• Maintain eye contact with the camera as much as possible. This helps you look attentive and focused. Quickly glance at the camera periodically if sharing your screen.
• Sit up straight and avoid slouching, which can appear disinterested. Nodding along or using affirmative gestures also demonstrates active listening.  
• Limit distractions in your surroundings. Face a plain background and silence nearby electronics to avoid pulling your focus.
• Take notes or use meeting collaboration tools to stay involved. Utilize the chat function to ask questions or make comments.
• If your mind does wander, refocus yourself by sitting upright or consciously nodding along. Reset your video framing if needed.
• Be aware of facial expressions. Smile and make engaged expressions to avoid RBF (resting bored face).
• If you need to multi-task, enable hiding self-view or turn off your camera and mute yourself to avoid the appearance of distraction.

Staying engaged and attentive on video calls makes you appear interested in the discussion and avoids sending unintended signals with your body language and expressions. Consciously practicing these tips will soon make them second nature.

Having Side Conversations

Side conversations during online meetings can be incredibly distracting and disruptive to the other participants. Even if you think your mic is muted, background chatter can still come through and make it difficult for others to focus on the speaker or conversation at hand.

If you need to have a side exchange during a meeting, it's better to use the chat function. That way you avoid disrupting the main discussion while still being able to communicate other messages. Save any extended conversations for before or after the meeting rather than trying to multitask.

The chat also creates a log of your side discussion that others can refer back to if needed. Just be mindful not to have so many side chats that you miss out on the primary conversation.

Having the discipline to minimize side conversations shows respect for the speaker and your fellow meeting participants. Save socializing for appropriate settings so online meetings can stay focused and productive.

Poor Lighting/Framing

Appearing clearly on camera during video meetings is just as important as being present in person. Poor lighting or framing can convey lack of professionalism or engagement.

When setting up your device's camera, be mindful of lighting. Position yourself facing a window or light source, rather than with a bright light behind you. Avoid sitting right under strong overhead lights or lamps, which can create harsh shadows on your face. Diffused, soft lighting is best.

Also pay attention to your framing within the camera. Center yourself in the frame, leaving a bit of space above your head so you don't appear cut off. Look directly into the camera when speaking so you appear engaged. Position the camera at eye level or slightly above for a flattering perspective.

Test out your lighting and framing before meetings start. Making small adjustments can dramatically improve how you look on camera, conveying professionalism and helping other meeting participants see your facial expressions clearly.

Inappropriate Attire

When attending video meetings, it's important to dress professionally and appropriately. Avoid wearing casual clothes like t-shirts, tank tops, ripped jeans, shorts, or revealing clothing. Even though you're at home, you want to present a polished, professional appearance to your co-workers and clients.

Consider choosing solid colors rather than busy prints or patterns, which can be distracting on camera. Make sure your clothes are neat, clean, and ironed. Go for business casual attire - such as a blouse and slacks for women or a collared shirt and khakis for men. Jackets and blazers also add a professional touch. If your workplace is more formal, wear a suit.

Pay attention to grooming as well. Make sure your hair is combed and neat. Shave or trim facial hair. Apply minimal, natural-looking makeup if desired. Avoid excessive jewelry that can be distracting on video.

Also consider camera framing. If you tend to gesticulate while speaking, make sure hand motions don't expose inappropriate areas. Crossing your legs may hike up a skirt - so sitting upright can give you a more professional on camera presence.

With some thoughtfulness about wardrobe and framing, you can convey professionalism and respect even through a video call. Follow your company dress code as you would in the office. Video meetings are still important business occasions.

Distracting Virtual Backgrounds

Virtual backgrounds can be a fun way to show your personality during online meetings. However, some backgrounds can end up being distracting or inappropriate for a professional setting.

Having an overly cluttered or messy background is distracting. Viewers may end up focusing on the details behind you instead of on you or the meeting. Fast-moving or trippy backgrounds can also pull focus.

Offensive, controversial, or unprofessional background images are also inappropriate for work meetings. Anything with harsh language, controversial figures or topics, nudity, etc. should be avoided.

The best virtual backgrounds are subtle and professional. Solid colors, abstract patterns, or appropriate office scenes work well. Make sure the colors aren't too loud or saturation. Simple nature scenes and landscapes can also be good options.

Aim for a background that complements you without overwhelming you. The focus should remain on you and the meeting, with the background quietly receding into the background. Subtle virtual backgrounds help maintain an appropriate mood for meetings and presentations.

Conclusion: Remember Etiquette to Foster Effective Online Meetings

Online meetings have become a crucial part of how many teams collaborate and get work done. While the flexibility of remote meetings provides many benefits, it can also enable some unprofessional habits to creep in if we're not mindful.

To keep your online meetings productive and considerate of everyone's time, keep in mind some key points of virtual etiquette:

• Mute your microphone when you're not speaking to avoid distracting background noise.
• Avoid multi-tasking, side conversations, and other distractions that suggest you're not fully present.
• Make sure you're framed properly on camera and have adequate lighting so you're clearly visible.
• Dress appropriately as you would for an in-person meeting.
• Choose a professional virtual background or tidy up your surroundings.

Making small adjustments to how you show up for online meetings can go a long way in keeping your coworkers' focus on the discussion and collaborative work at hand. Modeling strong virtual etiquette will also improve the effectiveness of meetings and your professional reputation.

With some thoughtfulness, we can foster the same courtesy and engagement online that is expected in an in-person work environment. Keep these etiquette tips in mind as you connect virtually to maintain professionalism and continue driving your team's success.

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