Virtual Meetings
Phrasal verbs and formal fixed expressions are commonly used in meetings, while grammar generally tends to be more formal, regardless of the verb tenses. Since non-verbal communication is limited, virtual meetings require more verbal communication and the speaker must learn to be effective when presenting and describing information.
Phrasal verbs are verbs that take on a new meaning or definition by the addition of a particle (usually a preposition or adverb).*
*See Week 5 for a detailed lesson of the rules of phrasal verbs.
Click on the terms below to see their definitions.
To begin to do something
I would like to start off by saying thank you for coming to the meeting today.
To suggest a plan or idea
Example:
Tomorrow, my colleagues will bring forward the new proposal.
To establish communication with someone
Example:
Please reach out to me if you have any questions.
To return to
Example:
I will come back to this point later in the meeting.
To install or assemble something; to start something new
Example:
Kevin set up his new webcam before the meeting started
To contact someone at a later time; to reply or return a message
Example:
I will get back to you when I have the answer.
Collocations (fixed expressions) are words that are frequently associated with each other. A collocation can perform many functions in a sentence, therefore it may or may not contain a verb. Many expressions that are used to direct conversations in a meeting are collocations.*
*See Week 6 for the lesson on collocations commonly used in customer service and support interactions.
Click on the terms below to see their definitions.
We have a busy agenda today, but first of all, I would like to welcome our new team members.
I cannot go into details about the issue because it is a private matter, but I have decided to look for another job.
After a lengthy discussion with the client, we decided not to launch the new app before the weekend.
Before we end today, I would like to summarize some important points.
The budget for the new project was the first order of business when we met with the client.
I will pass along our recommended changes to the program to the client today, unless anyone has something to add.
We started this meeting over twenty minutes ago and have not discussed any business yet! Our boss needs to get to the point!
Rules and norms exist for every social interaction. As more formal meetings and conferences have transitioned to online formats, necessary adjustments have been made to these rules to fit virtual settings.
Etiquette is defined as a set of rules and conventions that describe and regulate polite and acceptable social behavior. The term often refers to social rules in a formal setting, especially when interacting with strangers, supervisors, or elders. As these are rules, and not laws, they can change and allow flexibility depending on the circumstances or cultures involved.
Some virtual meeting etiquette, however, has become more standardized as multi-cultural companies and organizations seek to define a "common ground" for acceptable behavior and interaction.
7 Common Rules for Virtual Meetings
Test Your Setup
Check to make sure your microphone, camera, and any other electronic equipment you will need is working properly before the meeting begins.
Introductions
Everyone should introduce themselves, especially if someone new is joining the group.
Dress Appropriately
Some companies allow for casual clothing during informal meetings, but you should treat a formal virtual meeting as a professional event.
Surroundings and Background
Objects or people in the background can be distracting or unprofessional to display, but you can use a virtual background or blur what is behind you.
Mute Your Microphone
Keeping your microphone off when you are not talking will minimize background noise and distractions.
No Food
While drinks are usually allowed off-screen, eating food during a meeting is considered a distraction and even rude.
Be Present and Speak Clearly
Be sure to speak loudly and clearly enough so that others can hear and understand you. Also, you should stay in view of the camera to show that you are paying attention when others are talking or presenting.
Reflection
Imagine you are attending an online video meeting with your coworkers and managers - you will be leading the meeting.
Using the meeting agenda below, create a dialogue between yourself and at least two other individuals as you discuss the business items listed. Try to use as many of the phrasal verbs and collocations as you can in your dialogue.
Meeting agenda:
- Welcome/greetings to current team and new members
- Review past business: maintaining good relations with clients
- New business: expanding business to new clients (strategies)
- Closing