I’m not the first, and I certainly won’t be the last person to write about the do’s and don’ts of communicating professionally. Even before the pandemic forced remote work, I witnessed some cringe-worthy moments on conference calls. Here are some tips to save you from embarrassment or worse, losing your job.
The mute button is your friend!
I repeat, the mute button is your friend. Whether it is an audio or video call, mute yourself when you are not talking. Your colleagues do not want to hear you typing, chewing, unloading your dishwasher or doing your business (if you know what I mean). These distractions become especially infuriating when the meeting involves a large group of people. Your desk phone, cellphone and all video conferencing platforms have a button that is easy to locate. The “turn off video” option is also your friend. Don’t give us a tour of your house or office unless we ask for one. If you must relocate, turn off your video until your next location is secured.
Cute kids and pets are encouraged, to an extent.
This stance is a little controversial; not everyone agrees on the standard etiquette. Personally, I enjoy seeing adorable babies and puppies (cats, not so much). My dogs have made several Zoom appearances. I think it brings a little joy to the monotony of the work day. However, it is best to read the room. A meeting about budget cuts or hard news may not be the best time for your furry friend to make an appearance. If you can help it, try to set yourself up with some privacy when you know a serious meeting is about to happen. That being said, life happens! Dogs bark, door bells ring and kids say the darndest things. There’s a reason videos like this went viral even before 2020:
Know your background.
In addition to anticipating potential interruptions, you should be mindful of your background. Is there a pile of clothes or trash behind you? Maybe that’s not the best spot in your home to go on video. Be mindful of lighting. Don’t answer a call in complete darkness like you’re on the set of a horror flick. Natural light is best when possible, but be mindful of the time of day and the position of blinds and curtains. I highly recommend following @RateMySkypeRoom on Twitter. They do not hold back with their criticisms and the rooms with high ratings can be inspiration for your own home. Virtual backgrounds are fun…to an extent. If you are going to use one, be intentional and timely. A branded background for your company or a fun location the meeting audience can relate to can really up your video conference game. Word of warning though, if you tend to move around a lot when you talk, you’re probably going to end up looking like a blurry floating head.
Dress for work.
Now I am NOT saying you have to wear a suit at home (unless you want to, you do you). I am a little old fashioned and have always lived by the “dress for the job you want” mantra. Dress codes don’t really exist anymore, especially if you are working from home. You know yourself better than anyone else, wear what will make you feel productive. Be comfortable. I’ll often pair my work clothes with chic slippers (photographic proof below). You could also pull the old sports anchor trick…dress shirt on top, basketball shorts and sneakers on the bottom (yes, for those who have never worked in television, this is a real phenomenon). Just make sure you know the span of your lens before going on camera!
There are also no rules when it comes to makeup. I rarely do a “full face” but I’ll often put on some powder and lipstick to make myself feel refreshed. Don’t forget about your hair. If you are about to have a meeting with a boss or an important client, please at least run your fingers or a comb through your locks. Personally, I’m a big fan of headbands. They are the perfect quick fix on those bad hair days!
Be on time.
This goes for virtual and in-person meetings. This is especially important when you are the one in charge of the meeting. Respect people’s time. Be prepared. Take a few moments to set yourself up for success. If there are materials to review in advance, do it. This will save yourself (and your colleagues) the pain of extra stress.
Pay attention.
This goes along with respecting other people. Be mindful if you are on camera. I have always had a tough time hiding my emotions. What I think and what I feel is written all over my face. If it helps, pretend you are on a cable news panel. Nod your head, smile when appropriate and in general, don’t look pained or annoyed. We get it, no one else wants to be in this meeting either. We will all get through this together. One of my favorite GIFs of all time perfectly sums this up:
Don’t Zoom and drive.
For real. This happens. Life is hectic and you may find yourself on the road at the same time as a scheduled meeting. For the safety of yourself and everyone else on the road, pull over. If this is not possible, please take yourself off camera. It is not only dizzying for all of the other participants, it’s downright dangerous. Set your phone in a safe spot and turn on your speaker if you need to talk. If not, go back on mute and listen.
Be careful what you say on and offline.
If you simply must complain about something (which I often do), be careful where you type your grievances. Do not use the Zoom chat as a private gossip session. Even if you are very careful to send a private message, the person who set up the meeting can still find what you wrote. Feel free to text your friends on your personal phone. I actually enjoy sending jokes and then waiting to see the delayed reactions on camera. As long as it’s all in good fun, go for it. We could all use a little laughter in our lives. This should also go without saying, but please refrain from cursing in most professional situations. And if you must gossip out loud, please go back to the beginning of this blog. The mute button is your friend!
Want more tips about working remotely? Read my previous blog entry. Do you have other pet peeves I forgot? Feel free to leave a comment or message.