In the era of remote work, your role in maintaining professionalism during Zoom meetings is not just crucial but also significant. It’s easy to become too casual when working from home, but upholding specific standards to ensure productive and respectful interactions is essential. These tips are for professionals and remote workers looking to re-establish and maintain professionalism in their remote interactions.
Before The Call
Test Audio And Video Settings
Zoom and other online platforms allow you to test your audio and video settings before joining the call. You can select the audio interface you desire and test whether it’s set up correctly and working for the meeting. Make a habit of doing that before every call.
Prepare Materials
Prepare the materials you’re planning to present or show attendees in advance. Keep tabs with that information open on the screen and ready to share. Meeting attendees do not want to watch you frantically opening emails and folders to locate the information.
Dress Code Recommendations
Minimum Standard
Business casual attire should be the baseline for all professional Zoom meetings, no matter where you’re joining from. Casual attire is acceptable for co-working sessions, but clothing should always be clean and presentable. Remember, how you present yourself matters, even through a computer screen.
Avoid Dressing Too Casual
T-shirts, tank tops, and beachwear are not appropriate for professional settings.
Opt for Solid Colors
Solid colors or subtle patterns work best on video as they are less distracting.
Dress Completely
Ensure you are dressed appropriately from head to toe, as unexpected movements might reveal your entire outfit.
Personal Grooming
Take time to groom yourself before meetings. Avoid combing hair or applying makeup, such as lipstick, during the meeting.
Meeting Behavior
Join On Time
Always join Zoom meetings punctually. Being late is not just unprofessional, but it can also disrupt the flow of the meeting and disrespect others’ time. Punctuality is a sign of respect in a professional setting.
This is especially important if you are the host. You are the meeting organizer and responsible for starting it on time; you must arrive on time. Making guests wait for you is disrespectful to them and makes you appear unprofessional.
Use The Camera
If you are the host, your camera should be on. You are front and center leading the meeting, and all eyes will ultimately be on you. Forcing them to stare at a photo or a rectangle with your name is not a positive way to build rapport and engagement.
As participants, you have the option to keep the camera off. However, it will reduce the opportunity for more human interaction when off. You won’t be able to maintain eye contact.
Fun Fact: Maintaining eye contact during online meetings reduces Zoom fatigue.
Mute When Not Speaking
Keep your microphone muted when not speaking to prevent background noise from interrupting the meeting. By muting yourself when you’re not talking, you eliminate a source of embarrassment.
TIP: Quickly mute and unmute your microphone during a meeting simply by pressing the space bar on your keyboard.
Avoid Eating
Refrain from eating during meetings unless there is a designated break. Eating during an online meeting is a big no-no. No one wants to watch you chew your food. It’s not professional behavior, and it’s also distracting and disrespectful to others.
Avoid Personal Grooming
Don’t put on lipstick, pick your teeth, or chew gum during the meeting. Such behaviors are distracting and unprofessional.
Maintain Eye Contact
Look directly at the camera to simulate eye contact, which helps build a connection with other participants.
Position The Camera Correctly
Eye contact is natural in in-person meetings, but the situation is different when you’re in a virtual meeting.
The camera might be at your eye level, and even when directly looking at the screen, you do not appear to be looking at the person talking. You are watching their image on the screen below the camera or sometimes looking at your own image.
To maintain eye contact, you should look directly at the camera.
You may need to adjust the camera level. You should be able to look at the
camera without dropping your head down. Position the camera at eye level and ensure it’s at a distance that allows you to look directly at it without straining your neck. This will help you maintain eye contact and appear more engaged during the meeting.
Use Professional Language
Stick to professional language and tone. Refrain from using slang or making inappropriate jokes.
Background
Keep It Professional
Ensure your background is tidy and professional. If necessary, use a virtual background that aligns with a professional setting.
Zoom offers plenty of options, such as cityscapes, offices, landscapes, and plain-colored backgrounds. Pick the environment that best represents you.
Attention and Participation
Stay Engaged
Avoid multitasking or getting distracted during the meeting. Stay attentive and actively participate.
Respect and Follow Agenda
Adhere to the meeting agenda and respect speaking turns. If you wish to discuss something off the agenda, wait until the end of the meeting.
By following these guidelines, you can maintain high professionalism during your Zoom meetings, enhance your remote interactions, and leave a positive impression on colleagues and clients alike.
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