The Importance of Attendance: Navigating Respectful Behavior in Virtual Meetings

By Tammy Fuqua, Developer Partner Manager for QSC

Read full article on Commercial Integrator 

Since the onset of the pandemic, virtual meetings have become the cornerstone of collaboration and communication. However, alongside the conveniences of video conferencing technology come new challenges, one of which is the issue of no-shows or absenteeism in virtual meetings. This is a subject I have become all too familiar with lately and what to shed some light on my experience.

At the start of the year as my co-chair of the AVIXA Women’s Council, Christina Cruzeiro, came onboard we were setting up countless meetings to introduce her to various people, and we experienced an exorbitant number of no-shows.  It became a joke between us as we sat waiting for others to join our calls.  What are the odds this one will make it to the meeting?  Most of these no shows never included the reason for the no show, nor an apology for no showing.  One group even no showed three times!  The meetings typically were scheduled and rescheduled according to the other party’s availability, leading to quite a bit of frustration when there was a no show.  Then there is the complication of wrangling schedules yet again to reschedule the meeting.  UGH!

Some of you may be thinking, what is the big deal?  So, they missed a meeting.  Trust me, I understand that life happens – meetings run late, emergencies happen.  While skipping a virtual meeting might seem inconsequential compared to missing an in-person gathering, it's crucial to recognize that the impact can be just as significant, if not more so, in the digital realm. Let's delve into why showing up to virtual meetings is not just a matter of attendance but a fundamental display of respect for your colleagues and the professional environment.

Acknowledges the Value of Time: Virtual meetings are meticulously scheduled events where participants carve out time from their busy schedules to engage in meaningful discussions and decision-making. Failing to show up not only disrupts the flow of the meeting but also disrespects the time and effort invested by others. Each participant's contribution is integral to the meeting's success, and your absence can hinder progress and diminish the overall effectiveness of the session.

Prioritizes Commitment: Your attendance at virtual meetings reflects your commitment to the team and the project at hand. It signifies that you prioritize your professional responsibilities and respect the collective effort required to achieve shared goals. Consistent absenteeism sends a message of indifference and undermines trust within the team, potentially jeopardizing collaboration and morale.

Demonstrates Accountability: In a virtual setting, accountability takes on added significance as there are fewer visible cues for monitoring participation. Showing up to meetings demonstrates accountability for your role and responsibilities within the team. It signifies that you are accountable not only for your individual tasks but also for actively contributing to group discussions and decision-making processes. 

Conveys Respect in Professional Relationships: Virtual meetings provide opportunities for networking, relationship-building, and knowledge sharing. Your presence fosters a sense of community and camaraderie among team members, strengthening professional relationships and rapport. Conversely, repeated absences can strain relationships, leading to feelings of resentment and alienation among colleagues.

Mitigates Disruption and Delay: No-shows in virtual meetings can disrupt agendas, delay progress, and necessitate rescheduling, resulting in wasted time and resources. Moreover, it places additional strain on organizers and participants who must adjust their schedules to accommodate the absence. By honoring your commitments and showing up prepared, you contribute to the seamless execution of meetings and uphold professional standards.

Allows for Open Communication: If circumstances prevent you from attending a scheduled virtual meeting, communicate proactively with the organizer and team members. Provide advance notice, along with a valid reason for your absence, to minimize disruption and enable organizers to adjust accordingly. Additionally, offer to catch up on missed content or contribute asynchronously to ensure continuity and collaboration.

Lastly, start your day by reviewing your calendar and taking note of meetings to plan accordingly.  For example, it seems logical not to leave for lunch at noon if you have a meeting shortly after.  If your calendar is impacted, schedule and block time for things like bathroom breaks and grabbing a snack.  Cut meetings to 50 minutes or 25 minutes to give you time for these items so you are not late for the next meeting.

Attending virtual meetings is not merely a matter of logging in; it's a demonstration of professionalism, commitment, and respect for the people you are meeting with and the collaborative process. By prioritizing attendance, you contribute to a culture of accountability, reliability, and mutual support within the virtual workspace. Remember, your presence matters, and by showing up, you affirm your dedication to shared objectives and foster a positive and productive professional environment.