{"id":141714,"date":"2020-10-26T12:59:00","date_gmt":"2020-10-26T16:59:00","guid":{"rendered":"https:\/\/www.virtualvocations.com\/blog\/?p=141714"},"modified":"2025-01-03T13:19:40","modified_gmt":"2025-01-03T18:19:40","slug":"virtual-office-etiquette-common-sense-tips","status":"publish","type":"post","link":"https:\/\/www.virtualvocations.com\/blog\/telecommuting-survival\/virtual-office-etiquette-common-sense-tips\/","title":{"rendered":"Virtual Office Etiquette: 10 Common Sense Tips"},"content":{"rendered":"\n

Updated January 2025<\/em><\/strong><\/p>\n\n\n\n

Working from home has provided a unique opportunity to balance work and life<\/a>. However, virtual workers should remember that virtual office etiquette is not something to be overlooked. Even in an online forum, this etiquette dictates the professionalism of a person and makes a direct impact on the effectiveness of online meetings. While many facets of virtual office etiquette remain similar to onsite workplaces, workers must still recognize borders, boundaries, and courtesies to foster respect and harmonious work relationships. Here are some of the top etiquette tips to employ at the home office.<\/p>\n\n\n\n

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Virtual Office Etiquette: 10 Common Sense Tips<\/strong><\/h2>\n\n\n\n

One of the many benefits of remote employment is the freedom to work where you wish. However, whether you work in your home, a coworking space, or a coffee shop, working offsite can present issues when relating to your virtual office employees, coworkers, and managers.\u00a0Just like working onsite, you adhere to professional norms and basic office etiquette.<\/p>\n\n\n\n

Following some basic rules of courtesy, consideration, and respect can go a long way to ensure productive and harmonious remote working relationships. Here are 10 common sense tips to help you maneuver the potential pitfalls of a virtual office.<\/p>\n\n\n\n

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1. Pick the Appropriate Method of Communication<\/strong><\/h3>\n\n\n\n

Determining an effective way to professionally communicate isn’t simple due to the sheer amount of options. However, choosing the most appropriate communication method to relay your message should remain a top concern.<\/p>\n\n\n\n

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When to Send an Email<\/strong><\/h4>\n\n\n\n

For example, do you need to provide detailed information? Be mindful of your recipient\u2019s time and send the information via email. This method allows the recipient to print the information for reference while also giving you the space to provide all the information required. Remember to always keep emails professional and concise and proofread your messages.<\/p>\n\n\n\n

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When to Use the Phone or Video Calls<\/strong><\/h4>\n\n\n\n

Alternatively, do you have to relay an urgent message or need a quick response to a time-sensitive question? Avoid an endless chain of back and forth emails and pick up the telephone. Sometimes a well-placed phone call can save a lot of time and energy. Even if the call is not answered, you can avoid miscommunication by leaving a detailed message in an appropriate tone of voice.<\/p>\n\n\n\n

Video calls are also an effective way to communicate with time-sensitive material. The advantage is that not everyone is keen to receive or make phone calls, especially if you can convey the messages during a video. Plus, you can also use this communication method for icebreakers<\/a>, team meetings, or company-wide recreational activities.<\/p>\n\n\n\n

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When to Use Messaging Tools<\/strong><\/h4>\n\n\n\n

If you’re part of a distributed team or globalized workforce, phone calls and video meetings aren’t always an option. In this scenario, you should opt for a messaging or collaboration tool. Platforms such as Slack and Asana provide instant messaging that’s a great alternative to other communication methods \u2014 especially across time zones.<\/p>\n\n\n\n

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How can remote team leaders make virtual collaboration more efficient? Asynchronous communication may be a solution<\/a><\/strong><\/figcaption><\/figure><\/div>\n\n
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2. Zoom Etiquette Tips<\/strong><\/h3>\n\n\n\n

Zoom is a video-calling platform that has soared in popularity since the beginning of the COVID pandemic. By all accounts, it’s here to stay as the foremost way for remote teams to communicate. But like most other types of virtual communication, Zoom has unwritten rules of virtual work etiquette that are vital to understand.<\/p>\n\n\n\n

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The Microphone Mute<\/strong><\/h4>\n\n\n\n

Background noise is perhaps the most distracting aspect of a Zoom call. Obviously, the neighbor mowing the lawn or the kids screaming in the background are causes for concern. So if possible, mute your microphone until you’re ready or asked to speak to limit distractions from the meeting or conversation.<\/p>\n\n\n\n

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Kill the Private Chat<\/strong><\/h4>\n\n\n\n

Zoom allows users to engage in private chats on its interface, yet this is another major distraction. Even if you get along with a few coworkers more than others, sending messages during a meeting isn’t just distracting for other attendees. It also comes off as rude and unprofessional.<\/p>\n\n\n\n

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Position Your Camera and Don’t Go Overboard on Backgrounds<\/strong><\/h4>\n\n\n\n

Before you hop on a Zoom call, position your camera properly. Nothing’s more distracting than a camera aimed at someone’s forehead, lap, or something else in the room. In addition, many people choose to use Zoom’s endless amount of free and paid backgrounds<\/a> to add a bit of humor or professionalism to the video chat. Just don’t go overboard. Temporary changes to your background in a light-hearted manner are alright in the correct atmosphere. But make sure to gauge the conversation before throwing on a random background.<\/p>\n\n\n\n

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Don’t Multitask<\/strong><\/h4>\n\n\n\n

In the same vein as other distracting actions is multitasking. The reason this is bothersome is to look at it from others’ points of view. If you’re shuffling papers, busting out a calculator, or doing some sort of housework while you’re on a meeting, your actions come off as apathetic. So try to get other activities done before the meeting or hold off until afterward.<\/p>\n\n\n\n

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3. Trust Your Colleagues and Staff<\/strong><\/h3>\n\n\n\n

Do you dislike the feeling of someone constantly looking over your shoulder? Are you relieved that working remotely has delivered you from this uncomfortable and antiquated management practice? The members of your virtual team probably feel the same way. If you shoot\u00a0off emails every hour for a project status or demand to know what your staff or colleagues are doing every second of the day, consider taking a virtual office etiquette cue to step back and allow people to do their jobs.<\/p>\n\n\n\n

When dealing with experienced professionals in a virtual office, remember that each person has already established their workflow. Set a deadline or schedule a status email around the midpoint of a project.\u00a0Focus on goals and accomplishments instead of employee activity. Remember, results often matter more<\/a> than set hours or the speed of work.<\/p>\n\n\n\n

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4. Be Mindful of Time Zones<\/strong><\/h3>\n\n\n\n

With the rise of a global workforce and the popularity of the\u00a0digital nomad lifestyle<\/a>, the odds that your boss or colleagues work in the same time zone have decreased exponentially. When deadlines roll around, expecting an immediate response to a message or email is tempting. But keep in mind that different time zones will affect everything from response times to meeting availability. What seems like a normal or reasonable hour in your time zone may not be similar other remote team members.<\/p>\n\n\n\n

This is where tools such as World Time Buddy<\/a> can come in handy. This application can simultaneously compare the time zones across multiple locations. Remember that if you run a U.S.-based company and have a global workforce, your European-based team may not gel with this schedule. <\/p>\n\n\n\n

To ensure everyone participates in company meetings during regular business hours, consider shifting the schedule. Provide the option of downloading a recording or transcript of the virtual meeting for remote workers who are unable to attend because of scheduling conflicts.<\/p>\n\n\n\n

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Practical tips and insightful approaches to enhance collaboration, ensuring your dispersed workforce stays connected and productive<\/a><\/strong><\/figcaption><\/figure><\/div>\n\n
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5. Respect Off-Hours Time<\/strong><\/h3>\n\n\n\n

Time zones are difficult to keep in order. But to compound the issue, workers must also remain cognizant of other peoples’ off-hours time. What makes this troublesome is that you’re not sure when people are at their desks. Everyone has different hours. Some may have to work a normal 9-to-5 shift while others have more flexibility and autonomy.<\/p>\n\n\n\n

Therefore, you should set boundaries on your own. Think inwardly to develop these habits. Can you be interrupted during a project and carry on without much trouble? Not everyone can. In addition, others may have obligations such as caring for parents or children outside of work hours. So when you find the perfect meme to share at 11 p.m., wait until the next day. As much as humor and impulsivity can enable team solidarity, it can also detract from it.<\/p>\n\n\n\n

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6. Be Sensitive to Cultural Differences<\/strong><\/h3>\n\n\n\n

Although casual conversation online has supplanted water cooler chats, consider this. In today\u2019s global workforce, a lighthearted joke in one area of the world is an insult to another. Since major religious holidays or cultural events in other countries have the potential to affect productivity, ensure all team members are aware of any scheduling restrictions. When joining a global workforce, avoid discussing controversial topics. This list includes religion, politics, or sex. For digital nomads or companies with a large global workforce, culture shock is a real thing. Spending some time learning about the social norms of your peers can mitigate communication issues and build effective working relationships.<\/p>\n\n\n\n

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7. Do Unto Others\u2026<\/strong><\/h3>\n\n\n\n

In a virtual office environment, isolation is a true concern. You may often feel alone working by yourself. However, remain considerate of your coworkers, staff, and supervisors by ensuring that you are accessible. This doesn\u2019t being available for 24 hours a day. But practicing good virtual office etiquette means you should communicate your hours of availability. Or, make sure to set aside some designated time to be available for feedback or questions.<\/p>\n\n\n\n

When a colleague or client sends you an email or text, virtual office etiquette dictates that you respond in a polite way. Don\u2019t \u2018ghost\u2019 your peers<\/a>. Nothing is more disruptive to virtual collaboration than a disappearing remote worker who refuses to respond to communication attempts.<\/p>\n\n\n\n

If the company uses work communication and productivity software programs, verify that all staff members are familiar with tools. This allows them to get instant feedback or enables them to interact with technical support as needed.<\/p>\n\n\n\n

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8. Never Forget You Are a Working Professional<\/strong><\/h3>\n\n\n\n

One of the perks of having a virtual office is that unless you are in a coworking space or a coffee shop, you are usually the only one in the room. Hence, pajamas and casual wear tends to be the daily wardrobe of choice for remote workers. But sometimes, dressing the part of a working professional is necessary.<\/p>\n\n\n