Microsoft Teams has become an integral part of remote collaboration and communication. With more teams relying on this platform for virtual meetings, it’s crucial to establish best practices and etiquette to ensure productive, efficient, and respectful interactions. Whether you’re a seasoned pro or a newcomer, this blog will provide some essential guidelines for Microsoft Teams meetings.
9 Best Practices and Etiquette for Microsoft Teams Meetings
During 2020, we all learned what it’s like to be on a video call with someone who forgot to turn themselves on mute at the appropriate time. As Microsoft Teams Meetings grows in popularity, these tips for best etiquette will help you maximize professionalism and productivity.
1. Schedule Meetings Mindfully
a. Set Clear Objectives: When scheduling a meeting, clearly define its purpose. What’s the goal? Who needs to attend? This will help participants prepare and understand the meeting’s importance.
b. Avoid Overbooking: Be mindful of attendees’ schedules. Avoid overloading them with back-to-back meetings. Use Microsoft Teams’ scheduling assistance to find suitable time slots.
2. Be Punctual
a. Join On Time: As a host or participant, make it a point to join the meeting on time. Being late can disrupt the flow and waste others’ time.
b. Test Your Tech: Join a few minutes early to test your microphone, camera, and internet connection. This ensures a smooth start.
3. Maintain Professionalism
a. Dress Appropriately: Even though it’s a virtual meeting, maintain a professional appearance. Dress as you would for an in-person meeting.
b. Mind Your Background: Choose a clean, uncluttered background or use the virtual background feature if needed.
4. Effective Communication
a. Mute When Not Speaking: Background noise can be distracting. Mute your microphone when you’re not talking.
b. Raise Your Hand: Use the “Raise Hand” feature to indicate that you have something to say. This prevents people from talking over each other.
c. Chat Responsibly: Use the chat function for relevant, on-topic comments or questions. Avoid side conversations that can distract from the main discussion.
5. Engage Actively
a. Maintain Eye Contact: Look into the camera to simulate eye contact and show that you’re engaged.
b. Use Gestures: Non-verbal cues like nodding or smiling can convey your interest and understanding.
c. Speak Clearly: Enunciate your words and speak at a moderate pace to ensure everyone can follow.
6. Screen Sharing
a. Prepare in Advance: If you plan to share your screen, have the content ready in advance to avoid fumbling.
b. Minimize Distractions: Close any unrelated tabs or applications before sharing your screen.
7. Respect Everyone’s Time
a. Stay on Topic: Stick to the agenda and avoid going off on tangents.
b. Set Time Limits: If your meeting is scheduled for an hour, try to finish within that time frame. If further discussion is needed, schedule a follow-up.
8. Record and Share
a. Record Meetings: Consider recording the meeting for those who couldn’t attend or for future reference.
b. Share Meeting Notes: Summarize key points and action items and share them with participants after the meeting.
9. Follow Up
a. Action Items: Ensure that action items are assigned and tracked. Use Microsoft Teams’ task management features for this purpose.
b. Gather Feedback: After the meeting, gather feedback from participants on what went well and what could be improved.
Maximizing Microsoft Teams Meetings
Following these best practices and etiquette guidelines can make your Microsoft Teams meetings more productive, efficient, and respectful. This fosters better collaboration, whether your team works from the office, at home, or from different corners of the world. In the name of efficiency and professionalism, following these tips will provide the foundation for successful remote work and collaboration.
Questions about implementing Microsoft Teams into your organization? PK Tech can help! Get in touch with our team here. www.pktech.net/contact-us