Online meetings, interviews and events have become the new normal for most of us, and although we’ve all probably got to grips with a lot of the tech, to achieve a professional identity over virtual meetings comes with some challenges. Speaking up or leading the meeting can become more daunting but there are ways to prepare and best practices to utilise to establish a good level of professionalism in virtual meetings.

Our digital editor Jacqui Rudd is here to guide you through some of the best practices for acing virtual meetings as the host, as an attendee and for interviews.

How To Host A Great Virtual Meeting

1) Have an Agenda
Know what points you want to hit in your meeting, each topic you want to mention and in what order. It’s also helpful if you send a mini version of your agenda, the major points you’ll be discussing, to your attendees prior to the session, so they can be ready and have an idea of possible questions to ask.

2) Prepare Any Sharing Materials
If you need to share slides get them ready in advance and when in session make sure you ask that people can see the slides okay before you start speaking again.

3) Use a Reliable Network
Make sure your internet is working well from where you are sitting. Come up with a backup plan if your internet is really struggling, such as no longer sharing slides and instead sending them to the attendees.

4) Share Something Valuable and Relevant
Make sure what you are discussing is both valuable and relevant to the attendees, consider what they are looking for from you and what is helpful for them.

5) Send a Follow-Up Email
After the meeting follow up with attendees and send them any important documents, you could ask them for feedback or to fill in a survey if appropriate.

How To Prepare For and Ace Your Next Virtual Interview

1) Test Your Technology
Make sure you are able to use the video software that the interviewer is using, practice logging in and maybe have a test meeting with a friend to double-check your video and audio are working correctly. Also, be sure you have a good internet signal, if you are struggling through the meeting with the internet apologise and explain you’re having trouble with your internet.

2) Have a Professional Online Identity
Consider whether your username, email address and online platforms express a professional identity.

3) Dress for Success
You need to appear professional but also comfortable and in something that helps your confidence.

4) Create a Backdrop
You need to be the focus, so don’t have a distracting background. Sit in a room with a blank wall behind you or one with minimal distractions to draw the eye of the interviewer.

5) Monitor Your Body Language
You can’t shake their hand but you can convey confidence in your body language, smiling, sitting up straight and keep the camera at eye level to avoid moving your head up and down too much and imitate keeping eye contact.

6) Remove Distractions
Put your phone out of sight, turn off all noises that could affect sound quality.

7) Keep notes at eye level.
Put any questions or notes on some Post-It notes at eye level so they are to hand easily.

8) Practice Answers to Common Interview Questions
Like any other interview make sure you practice questions and answers, common ones but also ones specific to that role that might come up based on the job description.

9) Follow Up
Send a thank you follow up within 24hrs of your interview to add a personal touch, this is even more important when using virtual communications, and you can add any questions you didn’t get a chance to add.

Do’s and Don’ts As A Virtual Meeting Attendee

Do
- Turn yourself on mute while others are speaking.
- Use the chatbox or Q&A function to ask questions and speak up.
- Keep your video on if you are truly engaging, it helps the speakers to see attendees listening.
- Let the speaker know if you can’t see slides or hear them through the chat function, it might be your connection but if others have the same issue then the speaker needs to know there is an issue.
- Engage in any way the speaker invites you to, such as through chat or a show of hands.

Don’t
- Walk around while you’re on video, it is distracting for other attendees, turn your video off until you are in a suitable stable position.
- Leave your microphone on if there is background noise, such as a kettle or TV or washing machine on it’s distracting and affects the sound quality for all people taking part.

For more tips on technology to support working remotely check out our guide Online Tools For Productivity And Collaboration.