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Tip
of the Month for August 2005 |
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I was always taught to stand up when a person enters the room and to look at people in the eye when you shake their hands. Those are two powerful initiatives to a positive first impression. Those rules aren’t as simple for virtual conferences. Recently, a friend of mine was asked to an interview in a virtual conference setting. I had offered a few suggestions, but had little time to prepare him. But it got me thinking, and after a little research, I was surprised to learn of the number of interviews and meetings that are held this way. Electronic meetings became more popular as the economy weakened four years ago. The practice has continued since. Electronic meetings are getting shorter and more productive, and companies are saving money otherwise spent on airline tickets and hotels. More than 75 percent of business travelers surveyed by Wainhouse Research said they felt more productive when using conferencing services than holding meetings in person. Substituting physical meetings with virtual ones might leave you wondering about appropriate rules of etiquette. The most important rule is the same whether the meeting is virtual or in person: Be considerate. Be on time, particularly when a videoconference is charged by the hour. Once you get started, don’t waste time. If you book a videoconference facility for an hour, someone is probably booked after you. Don’t run long. While handshakes are obviously impossible, it’s best to start off with an introductory roll call that includes each participant’s name, title, and location. On a teleconference, participants need to state their names each time they speak. Don’t interrupt. It’s poor form on any occasion and especially irritating in a virtual meeting. It disrupts the flow of the meeting and makes it hard to get back on track. Keep your room as quiet as possible. A ringing cell phone is very annoying in an electronic meeting. In fact, every little audible annoyance in your room—including the rustling of papers—can distract the entire meeting. Often times the internet will be used in place of a marker board. This is quite effective. If you have developed a presentation, make sure it is easy to follow. Don’t move around too much. You would be surprised how much people move their bodies during a meeting. It is important in any electronic meeting to speak clearly and loudly, because mutterings don’t come across well. If you are in a room with others, do not have private conversations—it will only make the others in the meeting feel left out. Dress according to what looks best in video. White or black, plaids, stripes and prints can all interfere with the video quality. A facilitator is always important in a group meeting, even more so in a virtual meeting. This will enable the conversation to stay on track and give all participants equal time. If you are in a situation where you are selling a service or product in a virtual setting, avoid coming off too pushy. Take your time and remember: listening is your best selling tool. Get the other person to sell themselves. Try not to be too funny. Most jokes and of-the-cuff comments aren’t as funny when you’re watching the meeting on television. Although it may seem embarrassing, it is wise to see yourself on a video camera prior to a virtual meeting or interview. Ask a friend or family member to tape you in a serious conversation. A couple of years ago I had a friend tape a speaking engagement. I was quite surprised at some of my movements and made sure to correct them for the next seminar. We can be our worst critics, so why not take that opportunity to a self exam. It is a powerful exercise. You will be much better equipped for your next virtual conference after viewing yourself on camera. If you find yourself involved in an increasing number of virtual meetings, you may consider taking a speaking, or presentation class. Helpful hints on voice fluctuation and facial expressions will make a big difference. As the meeting comes to an end it is just as important as your introduction to thank each individual personally and say your good-byes. Mind Your
Manners specializes in seminars and consulting services in business etiquette
and international protocol. For more information, please contact |
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© 2005
Amy L. Palec |
