Virtual Professional Etiquette
Existing in virtual spaces has been integrated into so many aspects of our professional lives but each space may different expectations in regards to professional etiquette.
Below you’ll find a list of general virtual professional etiquette tips that should applied to any and all virtual spaces. Scroll a little more and you’ll find drop down menus for specific professional etiquette tips for virtual networking and interviewing, as well as when you’re in the workplace. If you have questions, you can schedule an appointment with your Career Coach!
In General
Test your technology and learn how to navigate it. Ensure that your computer’s microphone, camera, and headset (if using) are working properly. Virtual platforms function differently based on set-up and purpose. It’s important to read directions or watch “welcome” videos that house important navigational information.
Secure a quiet environment and check your background. Excess noise impedes everyone’s ability to hear you and may be perceived as unprofessional or disrespectful. Be sure to double check your background to make sure it’s professional. You can reserve a room in the Office of Career Success here.
Your presence and voice matter. Enter every virtual room with your camera on and microphone off. Smile as you enter the room and unmute yourself when needed or appropriate, speaking clearly and slowly, and keeping in mind the tone of your voice.
Be aware of your body language and eye contact. Lean forward to show interest. Smile and nod to show understanding. If you fidget, find something to hold in your hands off camera that doesn’t make noise or could be detrimental if dropped (ex. thinking putty dropping on a carpeted floor). An easy way to navigate eye contact is to move the interviewer’s video box underneath your laptop camera. You can toggle between looking at the interviewer and the camera itself!
What is the dress code? Business professional is typically the way to go for interviews or networking events. Check out our Isenberg Guide to Dressing for Success!
Research ahead of time. It’s important to understand who you are speaking with, what the company provides its stakeholders and how, and how your experience coincides with the larger mission the company has.
Prepare a list of 3-5 questions. Before a virtual networking event or interview, make a note of 3-5 questions that would help you better understand the company, the working environment, or anything that feels pertinent to you. Your questions may change depending on who you’re speaking with!
Concisely introduce yourself. A one sentence summary is sufficient in this context. For example: “Hello, my name is ________ and I am in the ________ program at Isenberg School of Management, UMass Amherst.”
Everyone deserves respect. Wait to hear responses to questions. Do not interrupt someone speaking or leave the room abruptly. Wait until there is a natural lull in the conversation and exit. You can also write a message in the “Chat” – for example: “This has been great – I have to leave but am looking forward to continuing to connect with you all!”
Assess the conversation and follow the flow. The presenter, alum, or recruiter leads the conversation. Before speaking, listen to the conversation already taking place. Where can you add value or insight? What question do you have about the topic that may lead to greater insight?
Take notes regarding discussion. Write down anything that feels important to remember, that you can bring into your current work or school environment, or topics you want to know more about. Write down questions that come up and use them to continue the conversation in a follow up email and further research on your own!
Record contact information and follow up. Take down the person’s first and last name, title of position, company name, and email address. Within 24 hours, write a “thank you” follow up email that shows your gratitude for meeting them and desire to continue the conversation. Connect with them on LinkedIn if possible!
Let them know you’re taking notes. At the start of the interview, let your interviewers know that if they see you looking down, you’re taking notes. Write down the interviewer’s name and position within the company, questions they asked that may have stumped you or you want to know more about, or anything that stands out to you in the conversation that will help you better decide if this is the role and company for you.
Be respectful of time. Remember, everyone is taking their time to speak with you. Acknowledge if you are going over time and allow the interviewer to pause or end if needed. It can be tempting to keep going but showing you can manage your time in the interview shows that you can also manage your time as an employee.
Send a “thank you” email written by you. Follow up with an email to each interviewer thanking them for their time and reflecting on something specific you discussed in the interview with them. If there is a large group, you could write a “thank you” note to the most senior person in the room and include a line or two thanking their team for meeting with you, too.
Observe the cultural “norms” of your team and the company. In meetings, does everyone have their camera on and microphone muted? Follow suit! Keep in mind a team meeting might have different norms than a company wide meeting or if the team is meeting with C-Suite executives. Ask questions if you’re unsure!
Obtain access to company virtual backgrounds. In a team or company meeting, you may not have to use one. However, if you are asked to represent the company in a third-party space such as networking, career fairs, or panel discussions you will need to utilize a company approved virtual background. This often has to do with larger-scale marketing initiatives and standards set by the company itself.
Remove multiple tabs or working windows before sharing your screen. This allows the audience to focus on what you’re speaking about and ensures you are also focused. If you need to switch screens or toggle between documents, set up those windows prior to the virtual call or stop sharing your screen and re-share it when you have the appropriate window up.
