Virtual meetings are here to stay, and why not? They’re convenient, effective, and a big improvement over sitting in a boardroom for an hour. You can access your meetings from different devices and locations, so it’s no surprise that businesses have embraced them. 

But even virtual meetings could sometimes do with an upgrade. To avoid unproductive and uncomfortable online get-togethers, both meeting organisers and participants can do things to enhance the experience.  

Take a professional approach 

Virtual meetings are an opportunity to show you’re putting in a little more effort and taking the initiative. Even if you’re just sitting in or have a limited role, you can do several things to help enhance the meeting and make you look much more professional. 

"If the virtual meetings you host are plagued by technical issues, unprofessional audio, and distractions, your personal brand will feel rough and chaotic," writes career consultant Joseph Liu on LinkedIn. “On the other hand, if you run virtual meetings without any hiccups, your personal brand will feel polished and professional.” 

This advice also applies to attending virtual meetings. Even if you don't say a word, your preparation speaks for your professionalism. Whether you host or attend them, here are tips to help you get the most out of virtual meetings. 

Create gaps between meetings 

How often do people arrive in a virtual meeting, apologising for being late and saying another meeting took longer? They usually come across as flustered and unprepared and must get into the swing without the hellos and small talk that happen at the start. There’s a simple fix: schedule gaps of 10-15 minutes between meetings. And if a meeting starts to run over, politely conclude it, perhaps suggesting a follow-up. If this isn’t possible, always message your next meeting’s participants to tell them you’ll be late.  

Plan your agenda 

Whether you run a meeting or participate, you have a reason to be there. That’s why it makes sense to prepare. Don’t be that person who gets caught scrabbling for an answer or says something stupid in front of colleagues or clients. Even if you don't have all the right info, be prepared for that. That way, if you’re caught off guard, you can at least sound intelligent and engaged. Avoid making people wait while you go through emails looking for something you should know. It’s okay if this happens now and then but if it becomes a habit, you look foolish and lose respect. 

Test your tech 

Does your microphone sound clear? Are you positive the meeting app works? Problems can occur, but don't go in blind. Test your equipment – all the best virtual meeting platforms have a test feature, especially on desktop apps. If you’re unsure, get a friend or colleague to join you on a call. Also, have a backup plan: a second internet connection (or a venue where you can use their Wi-Fi), and install the meeting app on a backup device, such as your phone. 

Choose an appropriate background 

Your company policy might dictate how you dress for a virtual meeting or what your background should look like. Perhaps they want you in business clothes and using a virtual branded backdrop. But if not, take the initiative. Pick a quiet space with neutral colours for your background. Move away from clutter and avoid having a window behind you, which turns you into a silhouette. You don't need a perfect scenario, but keep it simple, low key and neutral. If you do have objects or pictures in the background, ensure they’re pleasant, inoffensive and not distracting.  

Avoid patterned clothing 

You may not realise that the type of shirt or blouse you wear can cause strange effects on a video feed. Small check patterns, for example, can create strange waves and glitches as the camera struggles to process the changing textures. You may not always be able to avoid wearing a patterned top, but if you know you have an important meeting/s on a particular day, choose a monochrome colour. 

Turn on the camera 

Turn on your camera or explain why you are not doing it. Humans are visual creatures, and we like to see a face, even briefly. It reminds us subconsciously that the other person is real, not just a voice coming out of a speaker. Even if you do it briefly at the start of the meeting, show your face. If you’re among your peers and don’t want to, explain why – who doesn’t have the odd bad hair day? But in a more formal meeting with management or clients, you don’t want to say something like this. Make the effort to be presentable beforehand so you don’t have to worry about feeling, sounding or looking unprofessional. Even if your boss or customer keeps their camera off, you can then take the initiative. A little facetime can go a long way to building positive relationships. 

Ensure That You Are Always Connected

Nothing is more frustrating for you and the people in the meeting than you being cut off. Vodacom Fibre can give you a stable and fast internet connection so that you never have to worry about lag or suddenly being cut off. Worried that load shedding will cause you problems? Vodacom has UPS (uninterrupted power supplies) available on its online store, and this can be added to your fibre package.