With a lot going in the world forcing Toastmasters to switch to online meetings temporarily, it’s important to understand the differences you can expect to encounter with participating in a virtual meeting. Here are some tips provided by Sheryl Poirier, DTM/PDD on Online Etiquette for your next Virtual Meeting.
Prior to the meeting
If you plan to record a meeting, do so only with prior permission from the participants. Make sure everyone understands it is being recorded. This applies even if you wish to record your own speech or to take a screen shot.
Send out a link to the video conferencing “room” about a day ahead of time or have it publicly available on your website. Be prepared to send it out again for those who missed it. Apparent links may not work but copy and paste into the browser should.
Sign into the video conferencing platform early to try out cameras and microphones. Socialize at this time, too!
Opening the meeting
The SAA or Toastmaster of the day asks all participants to introduce themselves so everyone knows who is in attendance. Please don’t hide who you are! It’s creepy.
Email the agenda ahead of time as you would for in person meetings; however, go over it with the participants to make sure all roles are filled and everyone is up to date. Guests will not have received the email. If you can, send a copy to guests or put a link in the chat box.
Have the timer demonstrate how they will show the colours. Decide if the host will “pin” the timer (bring to full screen) or the speakers will. Speakers will need a moment to do so before they begin. There are other ways to show the timing. Have fun experimenting!
During the meeting
Wear clothes appropriate to any public meeting.
We ask (and believe me it’s hard to remember) your microphone be turned off from your end when you aren’t speaking, and your camera be turned off if you need to leave the computer temporarily.
Please try to avoid distracting background noises and sights. (Close the door so the noise of a telephone, other people, tv, etc. cannot be heard. Turn the ringer off on your phone. Turn off notification sounds. Have a simple and tidy background.)
When you are on screen, remember we can see you and what you are doing! Avoid eating, moving around the room, walking away, talking to people off screen, etc.
Do try to look at your camera when speaking, not at the images on your screen. It looks like you are making eye contact with us when you gaze at the camera.
Do applaud! If your microphone is off, wave your hands.
Use the chat box to send constructive feedback to speakers and facilitators, and to ask questions.
Try to have as many members on camera as possible, so all speakers can see an audience. If an online member is speaking, avoid side conversations. All the etiquette that applies to listening in one room at an in person meeting applies online, too.
Closing the meeting
If you need to leave the meeting early, note it in the chat box. If hosting the meeting, do not shut it down before participants are prepared. Be sure to say goodbye! If something happens to your technology and you need to close down, warn the group through the chat box. If it happens suddenly, send a text or email to the host or toastmaster and a couple of other participants.
Provided by Sheryl Poirier, DTM/PDD