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The Most General Rules of Meeting Etiquette Still Apply

In today’s business environment, virtual meetings can be quite complex. Audio conferences combine with on-the-fly web presentations. Video conferences integrate with webinar events. But no matter how many technologies you mix and match to make your meetings happen, the basic rules of meeting etiquette still apply. The following list is a refresher course that will help you walk away from your meetings with good results, no matter what medium you use to conduct them.

• Introductions – If you are on a smaller, more collaborative meeting, begin with a roll call or go “around the table” and ask each participant to make a brief introduction. On larger or lecture-style calls, make sure to introduce each person who will be presenting content. Before sharing an idea or commenting on someone else’s during the call, state your name so others know who is speaking. This simple courtesy will make the presentation seem more personal.

• Distractions – If you are conducting a meeting, that’s where your attention should be focused. Shuffling papers, typing on a keyboard and side conversations all have a disruptive effect on the conference call. Put other tasks on hold until the conference is over.

• Interruptions – Etiquette’s biggest mantra is consideration. Interrupting is just as rude on a conference call, video conference or web meeting as it is in person. Wait until the speaker has finished before adding to the conversation.

• Timing – Time is another element to consider during any type of virtual meeting. Keep meetings focused by setting an agenda with clear objectives before the meeting takes place. Make sure each participant has a copy of the agenda beforehand then stick to it and move the meeting along according to your prescribed outline. Also make sure to start and end the meeting according to your schedule. It’s just as inconsiderate to arrive for a conference call 10 minutes late as it is to walk into a meeting room after the session’s already begun.

• Listening – Just because you’re not in the same room as the presenter during a virtual meeting doesn’t mean that you still don’t owe her your full attention. Resist the temptation to read and respond to emails or work on your computer while on a conference call. You never know when the leader may ask for your input, pass you control of a document or send out a poll for your response. And recall that if you’re on a video conference, the other participants can most likely see what you’re up to!

Abiding by these meeting rules will help you conduct your conference calls, web meetings and video conferences in the most efficient, effective manner possible. By simply remembering the basics, you can make the most of your virtual meeting tools. To put these meeting basics into practice, just use any of InterCall’s^® range of complete conferencing solutions. To learn more, click here or contact your sales representative.