Zoom Meeting
Etiquette
By Patti Wood, Author of SNAP Making the Most of First Impressions Body Language and Charisma
1) The host should send a zoom meeting link.
2) Ideally, the link should include the
agenda and the first and last names of everyone on the call.
3) If the meeting is all new people or
there are new people, it is proper etiquette to introduce each new person to
the group. I will give proper in zoom person introductions later, but because
often you have a limited meeting time and or to many people to give time to full
introductions I suggest a new zoom etiquette of sending each person name ahead
of time plus their job title or something about them and if you can a photo of
them along with it. Your goal in etiquette is to make people feel comfortable,
recognize the status, and unique qualities of and commonalities between members.
4) The host should make sure each person
knows how to use zoom before the call. They can send a how-to video and or do a
dry run with the new member of the meeting and or assign someone else the task
for making sure new members are comfortable with the technology.
5) The host ideally makes sure each member
knows how to dress and has the appropriate “background” for the call, follows
security measures.
6) The host should know how to follow
security measures, allow guests in and know how to mute, or deal with video
issues.
7) The host should be first on and last
off the zoom meeting. If for any reason they need to arrive late or leave early
they should arrange ahead to give the host/meeting leader responsibilities to
someone else. Think of being there as people get on as being at the door to
take everyone’s coats and offering refreshments, instead of people standing out
in the rain and ringing the doorbell and not being able to get in.
8) The host should be there early on the
call so they can make people feel welcome and overcome that awkward silence
that otherwise meeting members may feel when they are not sure they are in the
correct meeting or that their technology is working.
9) May I introduce...? The proper etiquette, rules, tips and
guidelines for making introductions.
Using the proper introductions help to establish rapport when meeting people.
Yes, they are not always easy, but they are important. And knowing how to introduce
people to one another can make you not only more comfortable it can make other
people feel more comfortable and make you look more confident!
In a very formal setting, you would say, “I would like to present
to you....” Otherwise, it is fine to say, “I would like to introduce you to...”
or less formally, Mrs.Garmen, Mrs. Tolbight,”
or more informally say Mrs. Jones, you know Mrs. Robinson, don’t you?” Or Sarah
have you met Molly. Or Julie do you know my Mother?
In business at formal business, zoom meetings introduce individuals to each
other using both first and last names. If you are in a casual zoom meeting it is fine to use first names.
"Jim, I'd like you to meet my neighbor, Sarah." Or, very casually,
"Sarah, Jim.", "Jim, Sarah".
Whose name do you say first? Though even Miss Manner and Emily Post disagree on
whose name comes first I believe you should honor the highest person by saying
their name first. So think authority defines whose name is said first. Say the
name of the most important person first and then the name of the person being
introduced.
Introduce people in the following order:
· Younger to older, “Mrs. Hopkins I would like you to meet my little sister
Mary Jones.”
· non-official to the official,”Mr. President I would like you to present to you
Mr. John Brown.”
· junior executive to senior executive, ”Mr. Iacocca I would like you to
present you to our new junior executive Mr. Sam Horn”
· Colleague to the customer, “Mrs. Hawthorne (The customer) I would like to
introduce you to my college Mr. Mike Frank.”
· 2 year employee to ten-year employee. Sam Coke I would like you to meet John
Hordin.
A customer Mr Camp visiting a zoom
meeting. Mr. Smith is the CEO. Mr.Camp I would like you to meet our CEO Mr.
Mike Smith. There are also choices to make. Let’s say that you are introducing
people to a speaker that’s formally presenting a speech on the zoom call and
not everyone knows the name of the speaker. You could either say. MS Patti Wood
I like you to meet my teammate Mr. Mike Stewart. Mr. Stewart (or just plain
Mike) I would like you to meet our speaker today Patti Wood or you could say
the lower status person’s name first Frank Smith I would like to introduce you
to our speaker Dr. James Nelson. Dr. Nelson this is Frank Smith he has been at
the Atlanta Training office of UKS for two years. He works with Jennie
Waddington. It is OK if you mess up the order. No small children were
harmed, just keep going.
If you're in a formal zoom meeting introduce someone who has a title’s doctor,
for example,’ include the title as well as the first and last names in the
introduction. Use proper titles. Don't introduce your parents as 'Mom' or 'Dad'
unless that is how they would like to be addressed. You can say, “I would like
you to meet my mother, Ms. Jones.
If the person you are introducing has a specific relationship to you, make the
relationship clear by adding a phrase such as 'my boss,' 'my wife' or 'my
uncle.' In the case of unmarried couples who are living together, 'companion'
and 'partner' are good choices.
Use your spouse's first and last name if he or she has a different last name
than you. Include the phrase 'my wife' or 'my husband.' Mr. Jones I would like
you to meet my husband Eric Mann.
Introduce an individual to the group first, then the group to the individual.
For example: 'Dr. Noble, I'd like you to meet my friends Hassan Jubar, Kim
Nordeck and Michael Smith. Everyone, this is Dr. Mark Noble.'
Give them something to talk about once you have introduced them, preferably
something they have in common. For example:” Sara this is Paul." “Paul,
Sara is the biggest Baseball fan I have ever met" Now you have them a
conversation starter. If you need to go, once they get a bit of a conversation
going you can excuse yourself politely
Introducing
people by recognizing talent and giving praise is an important part of being a
good leader, team member, and friend. And showing great respect In my book,
"People Savvy Leadership," I give the following tips:
When you focus on other’s accomplishments and notice what is worthy of praise,
your energy is lifted, and you build successful interactions.
A simple way to give praise is with an introduction. For
example, when you introduce your friends, coworkers, and business associates to
someone new, share their name and an accomplishment. "Jim, this is Sara
Beckman, she just headed up the committee for our new quarter sales meeting and
it was fantastic." "Tom, this is Morgan Tyler, she just spearheaded
the new marketing project." "Karl, this is Veronica Mann, she works with
our top client Prudential." Or “Pam, this is my dear friend Karla, we have known each other
since we were kids and she has the best sense of humor” “Karla this is my
co-worker Pam, she has designed our new social media platform to rave reviews
from the team or “Mark this is my colleague Jim, Jim he is our go-to expert on
customer loyalty, he really knows his stuff.” Jim, this is my friend Mark, Mark
and I met at Top Golf benefit he was in charge of last year and it was a huge
success and did us proud.”
If you are introduced to someone respond. You don’t have to say, “Nice to meet
you.” It is a polite response, but you may not be sure yet if it will be
nice. You don’t have to say, “It is a pleasure to meet you unless it is a
pleasure. You do have to say something. You should repeat the person's name
back; In a formal setting saying "Hi" or " Hello" is not
enough. Instead, say, “Hello” "Do you prefer being called David or should
I call you Dave?"
here http://www.pattiwood.net/program.asp?PageID=7830
Posted by body language
lady at 12/11/2008 02:05:00 PM 
The host should state the agenda, that they sent ahead of time and set
ground rules/etiquette guidelines for the meeting both in an email before the
meeting and at the start of the meeting. For example, “Here are the guidelines
for private messaging members of the meeting while we are on the call.” And or
“We want to make sure everyone has time to talk and everyone feels heard and
understood. Make sure your zoom box is not coming up and filling the screen
more than other members of the meeting unless you are presenting. I may hop in
and suggest that other people contribute. The host should guide the meeting
making sure no one dominates the zoom call and that if someone hasn’t spoken
you call on them and or send them a private message asking if they would like
to contribute.
11.) The host should give a final
thought, goal, motivational statement, story, or a bit of humor to formally end
the zoom call and thank people for attending, give special individual thanks
for important contributions to the call. Tell the group you will stay after for
further questions and visiting time and will be the last to leave the call and
ideally, if you can bid each individual off the call so there is not a haphazard
clicking off at the end and people don’t know when to say goodbye.
Zoom Meeting Etiquette
Patti Wood, MA - The Body Language Expert. For more body language insights go to her website at www.PattiWood.net. Check out Patti's website for her new book "SNAP, Making the Most of First Impressions, Body Language and Charisma" at www.snapfirstimpressions.com.
