Best Practices: Virtual Meetings

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There has been a shift to virtual meetings instead of in-person ones; and with this switch comes the potential of a myriad of problems. Our recruiters would like to share some virtual meeting best practices to avoid these problems, as well as ensure smooth and successful virtual meetings.  

The most important virtual meeting best practice tip that blueStone Staffing has is to get to know the virtual platform that your company is communicating with. Whether that be Google Teams, Microsoft Teams, Zoom, Skype etc. It is imperative that you understand how to use the video meeting function to the best of your ability. This may seem like a tall order for some, as some business professionals have operated their entire career without needing to navigate video calls/online conferences. However, times change and learning a video platform is easier than ever. Many platforms post tutorials online on how to use every aspect of their video call platforms, as well as trouble shooting tips on their websites.  

At blueStone Staffing we also recommend learning how to troubleshoot computer problems on your own; as IT support won’t always be readily available. Showing up to virtual meetings a few minutes early is a great way to practice this. These extra minutes allow for time to confirm that your audio, visual and other technology are all in working order. If using headphones, make sure that the audio and speaker of the video platform are connected to the headphone audio input and output; checking this early could avoid potential delays in meetings. Checking your virtual meeting video is also crucial, making sure that you are clearly visible and there are not any glaring lights obscuring your image from the person(s) that you are meeting with. If video doesn’t seem to be working, check your settings or simply leave the virtual meeting and come back, this usually fixes any visual problems. Video problems can also be caused by low quality Wi-Fi, the best practice in this case would be to communicate this issue to whomever you are meeting with and ask if you are able to phone into the meeting instead. 

Our recruiters recommend having a browser open with only the necessary tabs whenever entering a virtual meeting. There is always a chance that you will be asked to “share your screen” and having Facebook, Twitter and Candy Crush open during your meeting will likely not go down well with your coworkers or your supervisors. It is also good virtual meeting practice to have an organized and clean google chrome background, nothing that will distract during the meeting.  

There are even best virtual meeting practices when in charge of facilitating a meeting. In this situation, best practices would be ensuring that those who need to share their screens during the meeting have the proper permissions beforehand, and constantly monitoring the chat for any questions that may come up during the meeting. In more important meetings, we recommend creating a virtual “waiting room” for your virtual meeting participants, this way everyone enters the virtual meeting at the same time and proper introductions can be facilitated by the correct people.  

About Us

blueStone Staffing, a Certified Woman Owned IT Staffing Company founded in 2002, is one of North America’s premier staffing firms in assisting mid-tier to Fortune 500 clients. We find talented candidates that can assist in completing your project on time and on budget. At blueStone we are transforming the staffing industry. For over 19 years blueStone Staffing has excelled and become the vendor of choice for many of the Fortune 1000 companies located in the United States. Our objective is to be a trusted consultant for all of your professional IT project needs. We will surround you with meaningful attention and we create long-term relationships with our clients, candidates, and associates. At the end of the day, we help great people execute their vision. 

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