Tag Archives: Working remotely

The Etiquette of Virtual Meetings

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We’re living in a new reality where “business as usual” means gathering remotely in virtual meetings. Companies, large and small, need to maintain clear, concise communication with employees regardless of physical location. As long as “shelter-in-place”, or as we Southerners say “hunker-down” rules continue, business professionals have to adjust to what has become known as the “new abnormal”. Although physical offices will likely always exist, the future of work is flexible and that means being equipped to manage employee interaction with a dispersed workforce. Now, more than ever, is the time to be communicating with your employees frequently, ensuring they are safe, secure, and productive amidst the chaos. It means an explosion of virtual meetings.

What has become of all those meetings we used to attend? They still exist, but we no longer have to leave home or the office to be present. Meetings are coming to us. They are invading our homes and what we have up till now taken for granted was our safe space. Physical communication has become virtual communication. Whether companies are using Zoom, GoToMeeting, WebEx or some other platform, these new technologies are the norm. As always, we get the technology first along with its accompanying tutorials and instructions for how to use it before we learn the etiquette rules that apply.

What is the etiquette for virtual meetings?

How are we supposed to behave in this new environment? There is an upside and a downside to our ability to hold meetings with anybody, anytime, anyplace. The positive aspect is that we no longer have to factor in travel time to get to meetings. Wherever you are, you are there. The negative aspect is wherever you are, you are there. No escaping, no excuses. Here a few issues that you need to consider when preparing for or attending a virtual meeting.

Be aware of your surroundings

Your home office could be anywhere in your home since you may not have had a dedicated office space before this pandemic. If you are set up in your bedroom, make up your bed and pick up your clothes before you get online. As your mother would say, “Clean up your room.” The same applies if you have an office space all to yourself in the house. Keep it neat at least as far as what your webcam allows others can see.

Dress appropriately.

Having the freedom to dress more comfortably at home does not mean showing up in your pj’s. You are at work; you just happen to be at home. You need to present a professional appearance. And that means head to toe in case you need to move around during the session.

Establish rules for your household while you are attending a virtual meeting.

 If you have the luxury to close off your office, that’s all the better. However, not everyone does. Maintain as much control as you can over your environment. That includes family, friends and pets. Consider posting a notice on your door that says “Do not disturb. Meeting in progress.” Okay, the dog probably can’t read.

Mute your microphone when you are not speaking.

 Unless you live alone, your house may be noisy. Try not to allow your noises to be a distraction to others in the meeting.

Be aware that you are always “on” during these virtual sessions.

Think “Candid Camera” if you can recall that old TV show. People can see your every move and facial expression. Some of those online may be paying more attention to your body language than you think.

As a friend of mine pointed out recently, we may be in danger of being “Zoomed-out”. Could it be time to rethink how much added pressure we are putting on ourselves and others with our virtual meetings?

Contact Lydia to schedule a virtual training session.  All of her presentations are available as live or recorded webinars. Learn how she can help you and your employees add the polish that builds profits through tough times. Contact her at 912-604-0080 or visit her website: LydiaRamsey.com

 

 

 

Working Remotely: It’s Not Business As Usual

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Are you working remotely? Do I even need to say Corona virus for you to know where I am going?  In the last two weeks, our lives have changed drastically. It’s not business as usual. Social distancing has become business distancing. Vast numbers of people are working from home during this crisis. Employers are not just asking their people to work from home, they are mandating it.

So how do you handle working from home? Maybe it’s what you thought you always wanted. Now that you can, what do you do? It may be a bit more challenging than you realized.

As someone who has worked from home for 25 years, I have some suggestions for how to maintain your productivity and professionalism from your newly-created home work place.

Designate a specific space for your office. For some that maybe easier said than done. You may have to operate from a shared space. Not everyone has a spare room waiting to be used.  You may need to share your office with a spouse or partner who is also working remotely. The arrangement may not be ideal. Your new office could be your kitchen table. Share that with the whole family.

Set ground rules for others in the house. Just because you are at home doesn’t make you fair game whenever a family member wants to interrupt you.

Create a routine for starting your day. Model it after your previous schedule when you got up, dressed, and left for work. I call this “Let’s pretend.” Let’s pretend you are going to your away-from-home office.

Get dressed for work. Yes, dress for work. Get out of those pj’s. That will help get you in the right mindset. Additionally, you’ll be ready to present a professional image when you receive an unexpected video call.

Schedule your breaks and honor that time. You would be taking breaks in a traditional setting and not thinking much about your water-cooler time. You need to step away from your desk from time to time to refresh.

Don’t be hard on yourself. Take advantage of the perks. It’s okay to put in a load of wash or tend to other at-home duties. Cut yourself some slack.

Stay off social media during your business hours. Turn off everything that might be a distraction. Ouch!

Declare your WFH (work from home) hours. People need to know when you are available. Consider publishing your work hours online and putting them your voice mail greeting. That way people won’t assume that you are goofing off when they can’t reach you.

Establish an end of day routine.  Review the day, create a work plan for the following day, shut down your computer and leave the office.

These are just a few suggestions for working effectively from home. Most are good old common sense. Your organization probably didn’t have a playbook in place for this situation so everyone is working it out either alone or together. The goal is to stay focused, productive and professional while not being hard on yourself and your family—and that includes the dog.