A Conference Call in Real Life video for 4 minutes - you will be entertained 🙂
Netiquette (rules of decent behavior on the Internet):
General rules
- The addressee of the message is a person. Consider him. It's easier to hurt online.
- What is unacceptable in reality is also unacceptable in the online environment.
- Think first and then write.
Rules for online meetings in general
- Is a meeting even necessary?
- The meeting subject reflects what the meeting will be about
- The invitation contains the meeting agenda
- The invitation is short and to the point
- I only invite people who are needed at the meeting
- If any preparations are needed, I will inform you about it in the invitation
- I organize meetings during working hours
- I leave a pause at the beginning or at the end to switch
- I turn on the camera and turn off the microphone when I'm not talking
- I don't drag out the appointment time
Ten Commandments for Online Meetings
- Get ready: Test your camera, microphone, and connection, prepare your documents, and clarify your meeting goals.
- Choose a quiet environment: Find a quiet space with a clean, professional background.
- Be punctual: Join the meeting on time, ideally earlier in case of technical issues.
- Use the camera correctly: The camera should be at eye level and show you in a good light.
- Turn off your microphone when you're not speaking: This will prevent distracting background noise.
- Follow the meeting structure: Stick to the set agenda and respect the time frame.
- Get actively involved: Follow the discussion, ask questions, and share your opinions.
- Don't interrupt others: Wait for your space to speak and respect the moderation rules.
- Avoid multitasking: During the meeting, focus solely on the topics being discussed.
- Finish professionally: Summarize the main points, set next steps, and thank participants for their time.
The most common technical mistakes in online meetings
- Unprofessional camera and sound settings:
- Camera pointing inappropriately (e.g. too low/high, showing distracting background).
- Poor quality microphone or untested sound that disturbs the participants.
- Solution:
- Tips for appropriate camera placement (eye level, calm background).
- Recommending microphones or using headphones with a microphone.
- Use pre-meeting audio and video testing features.
- Unstable internet connection:
- Frequent voice dropouts or delays.
- Solution:
- Preparing a backup plan (e.g. connection via mobile data).
- Internet speed testing before important meetings.
- Unprepared work environment:
- Background noise (e.g. dog barking, baby crying).
- Chaos in camera shot.
- Solution:
- Recommending a quiet place or using noise canceling software.
- Virtual or blurred background.
The most common communication mistakes in online meetings
- Unpreparedness for the meeting:
- Unclear agenda or purpose of the meeting.
- Participants who do not know the context or details.
- Solution:
- Setting the agenda and sharing it in advance.
- Sending preparatory materials (if needed).
- Improper interaction between participants:
- Interrupting others while speaking.
- Non-involvement of silent participants.
- Solution:
- Using the "raise your hand" features or discussion moderation.
- Actively engage silent members with questions.
- Passive participation or multitasking:
- Shutdown participants (formally present only).
- Simultaneously performing other activities (e.g. writing e-mails).
- Solution:
- Use of interactive elements during the meeting (polls, questions, brainstorm).
- Short breaks during longer meetings.
My recommendations for interactivity, chat and questions in general
< 10 participants - Audio and cameras on
10 – 50 participants – Chat and asking for the floor + camera depending on the situation
50 + participants - Usage Microsoft Forms, Slido, or Menti + cameras off
Checklist for appearing professional in online meetings
1. Preparation before the meeting
• ✅ Agenda: Is the goal and agenda of the meeting clearly defined and shared with the participants?
• ✅ Technology: Have you tested the camera, microphone and internet connection?
• ✅ Environment: Is the work environment tidy, quiet and free of distracting elements?
• ✅ Background: Are you using a neutral or non-distracting virtual background?
• ✅ Documents: Are all necessary documents prepared and easily accessible?
2. Professional appearance
• ✅ Clothes: Do you have suitable clothes corresponding to the nature of the meeting?
• ✅ Light: Is your face well lit, ideally with natural light?
• ✅ Camera: Is the camera at eye level and does it frame you naturally?
3. During the meeting
• ✅ Microphone on/off: Do you have your microphone off when you're not talking and on when you're talking?
• ✅ Communication: Do you express yourself clearly, succinctly and do not interrupt others?
• ✅ Engagement: Are you following the discussion, actively responding and not multitasking?
• ✅ Time organization: Do you keep the time allotted for the meeting and its individual parts?
4. Involvement of participants
• ✅ Attention: Do you use questions, polls or interactive elements to engage participants?
• ✅ Quieter participants: Do you give less active participants space to express themselves?
• ✅ Reaction: Do you monitor non-verbal signals (e.g. facial expressions) and adapt your communication?
5. After the meeting
• ✅ Conclusion: Does the meeting moderator summarize the main points and next steps?
• ✅ Follow-up: Are outputs, notes or tasks sent to participants?
• ✅ Feedback: Asking for feedback on the progress of the meeting for future improvement?
