Of all the technology to be developed in recent years, none brings to mind the new reality of remote work quite like video conferencing. Remote digital meetings have been possible for many years now, but the newest software allows dozens of people to join in a single meeting from anywhere with an internet connection.

Many people are still adjusting to remote conferences. Even if it seems like a no-brainer, some errors in video conferencing etiquette are still common. Some teams and companies may also be using digital meeting platforms in a less than ideal way.

Anyone who has to hold meetings in a digital workspace should read through this guide to get some tips on how to make the most of new technology and build stronger communication on their teams through better video conferencing.

A Brief History of Telework

Remote work in the way we think of it now has been a rising trend since at least the 1970s when the networks we rely on for most digital communication were just reaching the average consumer. Some major corporations hired work-from-home customer service agents as early as the 1980s.

The U.S. Government showed support for increased telework in the 1990s but it wasn’t until the recent years that popular video conferencing platforms like Skype were invented. Webcams and other technology required for digital conferences became standard on personal laptops around the same time.

Telework in recent years and Beyond

By all indications, remote work has exploded in popularity in recent years and shows no signs of stopping. Even if video conferencing hasn’t become commonplace at your job yet, you can bet it probably will if it’s at all feasible.

Most creative teams are at least partially remote. Whether that will change in the 2020s or continue its growing popularity, it appears certain that remote meetings are here to stay to some degree.

Video conferencing Etiquette & Company Culture

To a large degree, the style and expectations of behavior during digital meetings will depend on the company culture. For many who started in traditional offices and have moved to remote work recently, telemeetings might be more formal. Many startups who work on smaller teams might be more forgiving about things like dress and background.

For example, some remote creatives have taken the opportunity to travel or move far away from the physical office. At a fully digital startup, you might have people calling in from a cafe or a beach somewhere. Older companies and larger teams are more likely to expect a more professional dress code and a clean, blank background during meetings. 

Universal Etiquette for video conferencing

Besides the 15 tips just mentioned, a few general etiquette rules should be followed by participants, presenters, and organizers alike for better video conferencing. Setting these out beforehand will save time that might otherwise be wasted getting everyone together for the meeting.

• Clear Workspaces

Everyone in remote conferences should make sure their workspace is tidy. Not only is this more aesthetically pleasing, but it will also remove distractions that could draw other people’s attention from the meeting.

• Professional Dress

While you might not need to be in a full suit, it’s highly unlikely the company culture will be so relaxed as to permit sweatpants and t-shirts during a meeting. It can be a bit unusual to work from home in a button-down shirt, but it will keep things feeling business-oriented. As a plus, it will help your work-life balance because you can change into something more comfortable at the end of the day.

• Cameras & Microphones

Possibly the worst of all the video conferencing faux pas is when someone forgets their microphone or camera is on. Letting on how exasperated you are on a hot mic or standing up with the camera on to reveal that you were wearing pajama pants underneath your business top are just two ways you can embarrass yourself on a digital conference if you aren’t careful.

• Take Turns Speaking

There can sometimes be a delay when someone has a slower internet connection or there are many people on the conference call. Make sure to wait for people to finish speaking before you jump in. Once people start speaking over each other on a video conference, it can be difficult to get things cleared up again. Plus, participants will be frustrated by the lack of clarity.

Video conferencing has made virtual meetings possible from almost anywhere.

Conclusion:

video conferencing isn’t going anywhere but many people are still trying to figure it out. It doesn’t always come down to simple etiquette. Some teams are using this convenient tool in the wrong way and it’s preventing them from seeing the best results.

Hopefully, the rules in this guide will help your team implement better teleconferencing strategies that are more effective at solving problems without taking up too much time. With enough planning and structure, digital meetings can be even more effective than their traditional counterparts.