Online meetings have evolved from a temporary solution to a permanent part of the way we work. They have become indispensable and enable teams to work together and drive projects forward despite distance.

However, certain rules of conduct are required to ensure that these virtual meetings are productive and contribute to a good working atmosphere. We have put together six tips for your next online meeting.

1. Punctuality and preparation

Punctuality is more than a form of politeness; it is an expression of respect for the participants. Start by joining a few minutes before the official start of the meeting to solve any technical problems that may arise at short notice.

The following applies when preparing content: A clear meeting agenda that is communicated in advance helps everyone involved to prepare accordingly. It contributes to a structured and efficient meeting. As the organiser of the meeting, you should provide an agenda yourself; as a participant, you can politely ask for one if you do not have any further information on the date.

2. Technology check

A technical check with sufficient lead time minimises the likelihood of delays due to technical difficulties.

Frequent sources of technical errors and their solutions

• Poor internet connection: An unstable or slow internet connection can lead to interruptions, poor audio and video quality and delays. Solution: Check your internet speed before the meeting and position yourself as close as possible to the router. For important meetings, play it safe and choose a wired connection to improve stability.

• Software problems: If the meeting software crashes or there are compatibility problems, this can delay or prevent access to the meeting. Solution: Make sure that the meeting software is updated, especially if you have not used this software for a while.

• Missing authorisations and settings: Problems with microphone or camera sharing can result in you not being heard or seen. Solution: Check the system settings to ensure that the meeting app has access to the camera and microphone. Also test these settings before the meeting.

• Audio feedback and echo: These problems often arise when participants sit close to microphones without headphones. Solution: The use of headphones can prevent feedback and echo. Also make sure that only the microphone you are using is active and that other devices, such as your mobile phone, are muted.

• Insufficient lighting and background noise: A dark room or loud background noise can impair professionalism and intelligibility. Solution: Position yourself so that your face is well lit, ideally with a light source in front of you. Try to participate in a quiet room or use a noise-cancelling microphone.

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3. Encourage active participation

Active listening and avoiding distractions are fundamental to showing appreciation to all participants. You can show this, among other things, by keeping in eye contact with the camera and verbal or non-verbal consent. Clear and concise communication and adherence to the order of speaking ensure smooth procedure during the meeting. The microphone should also be muted when you are not speaking to avoid background noise.

By consciously managing the use of cameras, online meetings can become a more productive and inclusive experience that encourages active participation and effective communication. It is therefore helpful if clear guidelines on how to use the camera are communicated at the start of the meeting. This can prevent uncertainty and promote standardised meeting etiquette. Ideally, the following applies: Encouragement instead of coercion. Encouragement to switch on the camera should be based on understanding and flexibility. The decision to use the camera should take into account the personal circumstances and comfort level of the participants.

4. The ideal clothing and surroundings

A professional appearance is also essential in the virtual world. This includes choosing a neutral, uncluttered background or a restrained background image as well as appropriate clothing. And no: simply covering your upper body in a shirt or blouse is not enough. If you stand up without thinking, move the laptop screen or similar, the other participants do not want to see flashes of sweatpants or boxer shorts. Choosing an appropriate outfit from head to toe not only protects you against unforeseen situations, but also puts you in the right frame of mind for an online meeting.

5. Data protection and respect in the digital environment

Privacy and data protection must also be safeguarded in online meetings. This includes the responsible handling of sensitive information. If meetings are recorded, this should be clearly communicated at the beginning. Secret screenshots or mobile phone photos are a no-go! Only respectful interaction with one another strengthens the team spirit and promotes a culture of open communication.

6. The follow-up: A key to efficiency

The work does not end when you log out of the meeting. Prompt follow-up, including sending minutes or the recording of the meeting, helps to embed what has been discussed and speed up implementation.

Insights into practical implementation: What studies say

A study by Thomson Reuters, which analysed 48 million online meetings, shows that despite initial concerns about productivity and engagement, online meetings can effectively contribute to company loyalty. One interesting aspect is that the dynamics of meetings have changed as a result of the coronavirus pandemic: Online meetings are shorter on average and have fewer participants, which encourages spontaneous and focussed discussions. This has made them more efficient.

The future of meetings: Hybrid and sustainable

The findings from various studies indicate that hybrid events, which include both face-to-face and online elements, are becoming increasingly important. This opens up new ways of strengthening commitment and team cohesion by combining the advantages of both worlds. Sustainability and the sensible use of digital tools are seen as key factors that will significantly shape the future of the working world.

Conclusion: More than just a meeting

Online meetings are much more than just a digital get-together. They are an opportunity to strengthen team spirit by providing a platform for efficient, respectful and inclusive communication. By observing and applying the rules presented here, you will contribute to a working environment characterised by mutual respect, professionalism and productivity.