Online call services are extremely popular nowadays. Calls can be either individual or group. These video meetings are used for everything from casual private calls to business negotiations and large meetings with many participants.
Each type of call has its own etiquette rules for organization and communication. However, there are some guidelines that are relevant for all types of calls.
Schedule Calls in Advance
To avoid catching someone off guard, to gather all participants at one time, or to ensure your call is not missed, it’s essential to plan online events in advance. If more than two people are participating in the call, coordinate the time with all participants to find a mutually convenient slot.
Send the call link at least 15 minutes before the start to allow participants to check their technical setup, adjust necessary settings, and ensure the link works.
Vage Zakaryan, Head of Development at Gem Space superapp, says: “We frequently use call and video conferencing functions for work purposes. They are suitable for discussing operational issues with the team and for strategic meetings. We approach call planning meticulously, trying to schedule them in advance and informing all participants of any changes. Additionally, we summarize the outcomes and key ideas of the video meetings in writing and distribute them to the participants.”
Stick to the Agenda
Preparation is key for online calls. Define the goals of the call and the outcomes you wish to achieve. It’s advisable to create an agenda in advance, outlining the main topics you plan to discuss. During the conversation, many distractions can arise, so it’s important to keep this agenda visible and stick to it.
This approach helps maintain the necessary pace of the meeting, avoid straying onto unrelated topics, and ensure important issues are addressed.
Don’t Interrupt
Video conferences often involve a large number of participants, sometimes reaching dozens or more. Everyone wants to speak, raise important questions, or comment on others’ points. It’s helpful if such calls have a moderator who allocates speaking turns or responds to raised hands. However, not all online meetings are moderated, so participants need to manage the conversation themselves.
In this case, it’s crucial to listen to the speaker until they finish before continuing the discussion or commenting. This prevents chaos and confusion during the video conference.
Angela Kinsley from ProBusiness Partners says: “Interestingly, I believe the more important skill in online calls is listening rather than speaking. It’s not difficult to say what you’ve planned, but listening to your partners, understanding their points, and hearing them out is crucial. This skill helps you capture important information, potentially gain extra benefits, leave a good impression, and maintain a positive reputation.”
Julia Esteve Boyd on A Dash of Decorum Exclusive Interview(Opens in a new browser tab)
Keep the Call Short
Respect both your own time and that of your participants. To avoid dragging the call out, stick to the agenda, maintain a reasonable pace, and avoid unplanned topics. This keeps everyone satisfied and prevents the call from becoming overly lengthy. Otherwise, participants may become fatigued and miss the main points. At the end of the call, reiterate the key points of the meeting. This is never redundant.
These rules are simple and easy to follow. They help conduct online meetings effectively and achieve the set goals. As communication increasingly shifts online, success will favor those who understand the etiquette of online interaction.
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