What are the best practices for avoiding phone use during virtual meetings?

1 Set clear expectations

Before the meeting, communicate with your team members about the purpose, agenda, and duration of the meeting, and ask them to refrain from using their phones unless it is an emergency. You can also remind them of the meeting etiquette and the benefits of being fully present and attentive. If you are the host or facilitator, you can also set some ground rules for phone use, such as muting notifications, keeping the camera on, and asking permission before leaving the meeting.

2 Prepare in advance

Another way to avoid phone use during virtual meetings is to prepare in advance and minimize the need to check your phone for information or updates. For example, you can review the meeting materials, do your research, write down your questions or comments, and have any relevant documents or links ready to share. You can also update your status, inform your clients or stakeholders, and delegate any urgent tasks to avoid interruptions or distractions.

3 Turn off notifications

One of the simplest and most effective ways to avoid phone use during virtual meetings is to turn off your notifications or put your phone on silent mode. This will help you avoid the temptation to glance at your phone every time it buzzes or rings, and prevent any unwanted noises from disrupting the meeting. You can also put your phone away from your reach, such as in another room, in a drawer, or in a bag, so that you are not tempted to pick it up or look at it.

4 Engage actively

Another way to avoid phone use during virtual meetings is to engage actively in the discussion and show interest and respect for the other participants. You can do this by asking questions, sharing your opinions, giving feedback, taking notes, and using non-verbal cues such as eye contact, nodding, and smiling. By engaging actively, you will not only avoid phone use, but also improve your communication, collaboration, and relationship with your team members.

5 Take breaks

Sometimes, phone use during virtual meetings is unavoidable, especially if you have a long or intense meeting, or if you have a personal or professional emergency. In such cases, you can take breaks from the meeting and use your phone for a short period of time, but make sure to inform the other participants and apologize for the inconvenience. You can also schedule regular breaks during the meeting, such as every 30 minutes or an hour, and use them to check your phone, stretch, or refresh yourself.

6 Follow up

Finally, you can avoid phone use during virtual meetings by following up after the meeting and addressing any issues or questions that you may have missed or postponed. You can send a summary of the meeting, a thank-you note, a feedback request, or an action plan to the other participants, and ask them to reply or confirm. You can also check your phone for any important messages or calls that you may have received during the meeting, and respond accordingly.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?