Since the onset of the pandemic, virtual meetings have become the cornerstone of collaboration and communication. However, alongside the conveniences of videoconferencing technology come new challenges, one of which is the issue of virtual-meeting no-shows and absenteeism. This is a subject that I’ve become all too familiar with lately. I want to shed some light on my experience.
An Exorbitant Number of No-Shows
As my AVIXA Women’s Council co-chair, Christina Cruzeiro, came onboard at the start of the year, we were setting up countless meetings to introduce her to various people. Unfortunately, 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 did they offer an apology for not showing up. One group even no-showed three times! The meetings were typically scheduled (and rescheduled) according to the other party’s availability, which led to quite a bit of frustration when they didn’t show up. Then, there is the complication of wrangling schedules yet again to reschedule the meeting. Ugh!
Some of you may be thinking, “What’s the big deal? So, they missed a meeting!” Trust me: I understand that life happens. Meetings run late, and emergencies c
an happen. While skipping a virtual meeting might seem inconsequential as 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 is, in fact, a fundamental display of respect for your colleagues and the professional environment.
Why You Should Show Up
It Acknowledges the Value of Time: Virtual meetings are meticulously scheduled events in which participants carve out time from their busy schedules to engage in meaningful discussions and make decisions. Failing to show up not only disrupts the flow of the meeting but also disrespects the time and effort that others invest. Each participant’s contribution is integral to the meeting’s success. Your absence can hinder progress and diminish the overall effectiveness of the session.
It Demonstrates 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 you respect the collective effort required to achieve shared goals. Frequent absenteeism sends a message of indifference and undermines trust within the team, potentially jeopardizing collaboration and morale.
It Shows 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’re accountable not only for your individual tasks but also for actively contributing to group discussions and decision-making processes.
It 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, frequent absenteeism can strain relationships, leading to feelings of resentment and alienation among colleagues.
More Key Reasons to Be There
It Minimizes Disruption and Delay: No-shows in virtual meetings can disrupt agendas, delay progress and force rescheduling, resulting in wasted time and squandered 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 the meeting and uphold professional standards.
It 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.
One last point: Start your day by reviewing your calendar. Take note of meetings, and then plan accordingly. For example, it seems logical not to leave for lunch at noon if you have a meeting shortly thereafter. 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, thus giving you time for these items. That way, you’re 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 with whom you are meeting 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. By showing up, you affirm your dedication to shared objectives and foster a positive and productive professional environment.
Tammy Fuqua is co-chair of the AVIXA Women’s Council and developer partner manager with QSC.
