Employer Policies and Video Meeting Etiquette

What you’ll discover:

What is proper video conferencing protocol?
What legal requirements may businesses impose on workers who work from home and join a video meeting?
Employers might ask staff to turn on their cameras during meetings.
What is the most effective method for establishing and communicating business policy about video conferencing and etiquette?

Web-based meetings are becoming more popular as a means for employees to interact when they are unable to meet in person. Although video conferencing is undoubtedly beneficial, these sessions may drive some team members insane.

Since many of us work from home, employers are beginning to notice certain behaviors on video meetings that would be unacceptable if they occurred in the office. When workers routinely work from home or solely work from their home office, the barrier between personal and professional becomes blurred.

Employers may choose to include video conferencing etiquette in their employee handbooks, manuals, or as part of their work-from-home policy to minimize difficulties.

What is proper video conferencing protocol?

In a nutshell, video conferencing etiquette entails holding a video conference in a socially acceptable manner. Yet, “socially acceptable” does not apply to everyone.

It may be difficult to identify which behaviors are socially acceptable and which are deemed disrespectful or unpleasant. Some individuals object to others eating during a video conference, while others object to smoking on TV or turning up in pajamas.

COVID-19 has increased the usage of video conferencing, and this use may continue long after the epidemic has ended. As a consequence, understanding how to utilize this technology in a manner that is acceptable to both internal workers and external customers is critical.

Considerations for video conferencing etiquette include the following:

While not speaking, turn off the computer or microphone.
ensuring that no one else is in the room to generate disruptions
Dressed correctly in light of the audience
Keeping proper backgrounds
Utilizing adequate identification
ensuring that hardware meets specifications

Even simple things like paying attention might be considered basic video conferencing etiquette.

What legal requirements may businesses impose on workers who work from home and join a video meeting?

An employer may establish rules and procedures for employees who work from home. A solid work-from-home policy will provide criteria for how work may be done from home, as well as operating hours, equipment, and general expectations.

A Work From Home Policy may include contain instructions for using video conferencing software. In principle, businesses may establish guidelines for video conferencing in the same way that they would for in-person employee meetings.

Employers might ask staff to turn on their cameras during meetings.

Usually, the response is “Yes.”

Consider the following example. An employer might mandate that all workers follow a certain dress code. They may also need an attendance at a meeting. An employer, like these rules, might establish expectations regarding what to dress and whether to use the computer camera during a video chat.

Because of video conferencing, there is always the risk of overstepping and breaching employee privacy. While an employee is working from home, their privacy is greater than at the workplace. Privacy concerns must be weighed against the employer’s need to supervise personnel. An hour-long video conference with the camera turned on, for example, is acceptable. Requiring workers to wear the camera for the whole shift may be excessive.

What is the most effective method for establishing and communicating business policy about video conferencing and etiquette?

The most effective method for employers and workers to be on the same page will be clear communication regarding video conference etiquette. A detailed, written policy on video call expectations is a fantastic idea. When rules are set down, both employers and workers will have a better understanding of what is expected of them.

The rules may be added to an employee handbook or Work From Home Policy by a company. Employers may wish to issue a company-wide message to notify these restrictions if they are added to the policy.