Business Etiquette in a Virtual Environment

Sometimes etiquette feels like an antiquated concept. Though body language and good manners still matter in today’s society, there’s an entirely new set of etiquette rules we all need to be cognizant of: Business etiquette in a virtual environment.?

The truth is that as we continue shifting toward a virtual environment, we need to understand virtual business etiquette rules. These rules will help improve your communication and promote respectful relationships. The following information discusses everything you need to know about business etiquette in a virtual environment.?

Communicate Effectively

Communication tools make it possible to remain in touch with your colleagues and clients, meet deadlines and expectations, and complete tasks without having to go into the office. However, it means your ability to communicate effectively is being put to the test.?

Meeting with team members and clients in person allows them to hear, feel, and see your presence. But virtual meetings only require one or two of these senses. What this really means is that some information you communicate may be misunderstood or missed entirely.?

Here are some tips to help you communicate more effectively in a virtual setting:

• Type all messages using clear and concise sentences.
• Actively listen and repeat back pertinent details you heard to ensure understanding and accuracy.?
• Develop a strategy for communicating specific information. For example, text or chat is great in some cases, but a phone call or email may be best for other information.?
• Always check grammar and spelling before sending a message.

Virtual Workplace Meetings

Sure the virtual workspace frees us from geographic boundaries, but teams, employees, and management still need to meet occasionally. Collaborating in the workplace requires you to be seen, even in a virtual environment.?

With that, when attending virtual meetings with colleagues and clients, you need to know these etiquette guidelines:

• Arrive at all meetings on time.
• Know your audience
• Your background should look professional and appropriate for your audience.
• Though you can dress more casually, it’s still important to dress for work to maintain professionalism.
• Adjust your camera distance and check the lighting and your microphone before the meeting begins.
• Mute the mic quickly and often if there is background noise.?
• Remember the rules of engagement via queue following.
• Engage topics on the agenda and speak clearly.
• Warn people at the beginning of the meeting if children, dogs, or other distractions are present so the other participants are not shocked if you leave for a moment.?
• Keep your body language natural.
• Maintain friendly facial expressions and tone of voice.
• Don’t talk over someone else, and if you begin speaking at the same time, quickly bow out and allow the other person to speak.?
• Make frequent eye contact with the camera so that the participants know you are listening and speaking to them.?

Additional Etiquette Tips to Consider

Depending on your company’s human resources policy and industry, there may be additional etiquette guidelines you need to know. Here’s a quick list:

• Be respectful of start and end times for meetings, as participants may have meetings scheduled back-to-back.?
• Since email and other digital communications can be received on mobile devices, be mindful of sending messages outside of normal business hours.?
• Be sensitive to differences in time zone and try to schedule meetings during hours that are appropriate for everyone if possible.?

Closing Thoughts

Ultimately, the main key to virtual business etiquette is treating others how you want to be treated. This means respecting other people’s time, being polite, and following the same rules you would if you worked in the office. Though the concept of virtual etiquette may seem simple at first, it’s certainly not something that comes naturally to some people. Hence, understanding why virtual etiquette is required and practicing it daily are the easiest ways to incorporate it into your workplace.?

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