Using Technology for Virtual Productivity

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(calm music) Technology is vital to the success of virtual meetings so let's discuss electronic etiquette, scheduling guidelines, managing external challenges and managing virtual meetings. There are some strict rules of etiquette that must be followed during virtual meetings. For starters, always communicate in writing what the expectations are for the meeting well before the virtual session begins. This way, the virtual team knows what the purpose of the meeting is and what its expected outcome should be. For extended virtual meetings or projects that lasts for several weeks, be consistent when your email reminders are sent to team members so that they all know when to review them. Begin the meeting on time every time. For longer meetings, the meeting moderators should make it a standing rule to arrive 15 minutes early. Other virtual team members may also arrive early because this allows for some casual conversation to take place before the virtual meeting begins. Just don't begin the official meeting until the set time. Set an agenda and the length of the meeting in advance and send this information out to all participants well before the meeting begins typically via whatever program or software you're using. Never allow the meeting to go longer than scheduled. Extending the meeting far beyond the planned ending could potentially drive away your virtual teammates. There are many other ways the virtual team communicates outside of the virtual meeting and there are rules of etiquette for those methods too. First of all, virtual team members should use a professional email address. Email messages in a professional environment are a direct reflection on you and who you are as a professional. Don't use an email address such as ilovemycats@emailservice.com. Change your email address to something more professional. For instance, say your name is Sanjay Singh. You would include that in your email to create something like ssingh@emailservice.com. In the case that someone with a similar name has already taken your preferred address, add numbers or other characters where appropriate. For example, you may need to create an address like ssingh456@emailservice.com. All email messages sent need to have a specific subject line and a polite greeting for whomever you're corresponding with. The first sentence needs to quickly state your purpose for writing and not bury your purpose somewhere later in the body of the message. It can be frustrating for the recipient to search for the reason they're receiving the email. After you've stated your purpose, take time to describe the details and tell the other person why you need what you're requesting then ask if they're able and willing to help you. Give the recipient a timeframe for response or action. Finally, conclude your email with a closing such as thank you, sincerely or best regards. To make closing professional emails easier, use your email settings tool to preload your name, cell phone number and email address to automatically pop up every time you compose a new email message. This signature will make it easier for the recipient to reach you if they need to.