Learn Web Conferencing Etiquette

While web-conferencing performs the same basic function as physical meetings, there are critical differences. It is important to be aware of the distinctive etiquette of holding a web conference. Broadly speaking, web-conferencing etiquette can be divided into things you do before the meeting (preparation) and manners or rules of behavior during the meeting.

Before the meeting.

Test your web-conferencing software, and make sure all participants are able to run it. Unfamiliar software will normally have teething problems -- and if you don't test it beforehand, your meeting is likely be spent figuring out minor issues.

Consider the setting. Even in a web meeting, there are things behind you, noises being made, people moving in and out, blinding sunlight from the window, or strange pictures of optical illusions hanging on your wall. Make sure that the location from which you are transmitting will enable both you and those watching you to participate in the meeting without distractions and that nobody will disturb you during the meeting. Unlike regular meetings, web conferences may be less obvious to outsiders, so interruption may be likely.

Check any files that you are planning to transmit. Will they display on other people's machines? Could they contain viruses? Do they hold secret information that you don't want transmitted out of the building?

Prepare an agenda as well as a list of those attending the meeting and send them to the participants so everybody knows what you are going to be doing and who will be there during the meeting.

During the Meeting.

If you are the meeting's organizer or coordinator, you need to be online at least ten minutes before the meeting starts so that people can connect to you and ask any questions. Start on time and, if possible, introduce everyone at the start of the meeting. As with regular meeting, remember to turn off your cell phone.

Dress for a meeting. Don't assume that you are absolved from looking the part because images are relayed through a camera. When you speak, look into the camera. This gives a better impression than a side view of the speaker. Avoid excessive use of your hands or off-camera motion. Don't put your face too close to the camera.

It might be worth muting your microphone while you are not speaking to prevent noise from distracting other participants, but remember to switch it on before you speak. Avoid off-topic activities during the web conference as this will prevent you from following what is happening and irritate other participants. If you are typing or engaging in any noise-inducing activity while other people speak, you definitely want to mute your microphone. Eating and drinking during web conferences is inadvisable, especially if you haven't muted your microphone. You don't want people distracted by the sound of you chomping.

If you're addressing a question to someone, make sure you say their name so that everyone knows to whom the question is being addressed.

Even more than in regular office meetings, those attending a web conference can all too easily tune out and start doing other things. Therefore, it is essential to adhere to etiquette and to ensure that meetings are conducted with the appropriate gravitas.