We all knew the old rules. Show up 10 minutes early, dress at least one scale above the client, be prepared, and stick to the agenda. But as we know... COVID is changing the meeting. The rules are different and ever-evolving, so we’re here to help you out with the basics!

Be on time.

This is a tough one to adapt to. We have all been told to show up early to the meeting. It’s considered bad form to be merely on time. I have to argue that that has changed. Now with our calendars giving that ding and “snooze until the event” options, we have lost the excuses of being waylaid by traffic or slow walkers. We’re already at our desk. So I’m going to say – show up exactly on time. If you’re early, that’s fine, but several of us have back-to-back meetings and getting those alerts of “so and so is waiting” can be stressful. All that said... the old standard still applies—don’t be late.

Know your lighting and your angles.

We’re all about the well-lit product shot here. You know when something isn’t shown in the best light, so make sure this applies to you. Unless you’re a super villain or concealing your identity, your face should be well lit. In an interview with the NY Times, Tom Ford gave great tips to help you look your best even without springing for the ring light.

Aim to have your face lit, natural light is always the best. Avoid backlighting. Know your angles and positioning as well. Try and look straight into the camera. One tip I’ve heard is to draw a happy face on a post-it note and put it beside the camera. We all have the temptation to check ourselves out when we’re talking, but try and look around. Remember you have co-workers to listen to.

And I shouldn’t have to say this, but sit up straight. Regardless of the circumstances, this is still a meeting. Don’t lounge to the point of lurking in the lower corner. These are lax times, but remember, you’re representing yourself, and usually your company. Sit tall and proud.

To background or not to background

This could also be to camera or not to camera! While I used to live on the phone, it seems I now live on Zoom. I do like the face-to-face time and it does make for a more lively and engaging conversation, but it can be exhausting. Anecdotally, I heard that Zoom exhaustion comes from having to be ‘on’ more compared to a non-visual call. Think of the energy that we expend at tradeshows. Now imagine that all day. So if someone just wants to have a plain old fashioned phone call, go for it.

I’ve also seen some debate over having a background. I get it. You just did laundry, that needs to hang somewhere. I’m pro having a background if desired. We have a lot going on, sorting out cleaning is one thing at the bottom of our list. Also, if your best lighting angle happens to be where you can see the dishes in the sink, pop one on! This is also a chance to have a conversation starter. One of our sous-chefs puts photos from her travels or local photographers as her backgrounds as a talking point. Some of our chefs enjoy having photos of giant versions of themselves! The pushback I’ve heard has been a “show your authentic self”. And I get it. Who doesn’t want to see the cute pup living his best life in the background? But really, let your video participants choose how much of their home you’re going to view. We’re given unprecedented access into people’s private spaces right now. If they want to put up a beach scene, don’t complain. Or, complain and sell a logoed backdrop. 

If you’re still unsure about how to lay out your room, there is a viral Twitter account @rate my skype room that has been scoring celebrities and news personalities on a scale out of 10. So even they don’t get it right all the time!

Dress code

I mean, let’s cover the basics. Wear pants.

Now let’s get into the details. The dress code has relaxed. It’s even stranger now with some people being in the office and others are still WFH. Do you show up in a t-shirt when everyone else is in a suit? The promotional products industry has always been more laid back in terms of appearance, but let’s raise the bar from showing up in PJs. This is a great chance for you to show off your industry. Pop out those awesome graphic tees to show off alternative branding. Model the latest polo shirt. You can work it into a presentation: “this moisture wicking, blah blah blah”. If it’s chilly, get a hoodie with great embroidery or a jacket with a sharp cut. Time to achieve your dream of being a model! This is also an awesome opportunity to talk about decoration. The trend has been moving away from the traditional left breast embroidery, but guess what’s front and center on a zoom call. Get that advertising and brand loyalty out there!

Your colleague’s co-workers furry and small

Multiple times since the beginning of the pandemic, clients and coworkers have watched me struggle to get away from my desk while my dog has decided that sleeping right behind my chair was the best spot. He’s my most beloved and aggravating co-worker and I know I’m not alone. I’ve had meetings stop for people to call their dogs over to show them off or a pause while their cat walks across the keyboard. While these furry co-workers don’t really understand or respect the rules, they’re ultimately forgiven for interrupting the chat.

And then we have the second best. Children. While many of you may not have the same goal as I do in getting your colleague’s child to recognize you and say hi back (Hi Olivia!), we’ve all had the occasion when an interruption has come requesting a snack. This is the new normal. With return to schools being uncertain, parents are having to work full time as well as being full-time teachers. I know that there are people out there that get frustrated at this and parents that get embarrassed, but I’m here to say – it doesn’t matter. This is our new normal. If you can’t be forgiving of these unreal circumstances, you need an empathy check. Parents, we know your kid is going to show up at some point. They’re offering new and different challenges than your other co-workers.  So stay focused on the level of a BBC news guest and we can keep going. Or, teach them how to keep minutes of the meeting. I suggest colorful pens as an incentive.

No one is going to get this all right, and by the time this is posted, things may have changed even more. This is a time of forgiveness and patience. But the standards remain the same. Be professional, be kind, and always wear pants. 

Kate Plummer