Virtual meetings is the backbone of our professional lives. With all the convenience of remote collaboration, it’s easy to overlook the nuances of etiquette that play a critical role in maintaining professionalism.
One of the most common—and often disruptive—behaviors during virtual meetings is the use of cell phones. While multitasking might seem harmless, being on your phone during a meeting can lead to unintended consequences. Simply put – Do not be on your phone during virtual meetings! Here’s why.
The Risks of Using Your Cell Phone in Virtual Meetings
When you’re on your phone, your attention is divided. You miss key points, fail to engage actively, and might misinterpret crucial details. This not only affects your ability to contribute but also shows a lack of respect for the speaker and the discussion.
You Are Perceived as a Cheater
Using your phone during a meeting can appear dismissive. Coworkers and clients may interpret it as disinterest, damaging your professional reputation and relationships. Even if your intentions are benign, the act sends a message of disengagement.
Security Risks of Being On Your Cell Phone in Virtual Meetings
Virtual meetings often involve the sharing of sensitive or confidential information. Answering calls or using social media during a meeting could lead to accidental exposure of private discussions. This risk escalates if you’re in a public setting or using unsecured networks.
Missed Opportunities for Collaboration
Active participation in meetings allows you to build rapport and demonstrate your value. Being preoccupied with your phone can result in missed opportunities to contribute ideas, ask questions, or engage in meaningful dialogue.
Why Being On Your Cell Phone in Virtual Meetings Impacts Team Dynamics
Your behavior sets a precedent. If team members notice you frequently on your phone, it may encourage a culture of disengagement, ultimately lowering the productivity and morale of the group.
Is it Acceptable to Answer Your Phone During a Meeting?
In most cases, answering your phone during a meeting is considered unprofessional and should be avoided. Answering a call interrupts the flow of the discussion and distracts others. It sends the message that the meeting is not your priority.
Colleagues or clients may perceive it as dismissive or disengaged, which can harm your professional reputation. Besides, the phone call shifts your attention away from the meeting, potentially causing you to miss important details or decisions.
When Answering the Call May Be Acceptable
If you’re expecting an urgent or critical call, inform the meeting organizer in advance and excuse yourself politely when the call comes. For example, if the call relates to the meeting topic or is a necessary part of resolving an issue, briefly explain its relevance to the group.
Do Not Be On Your Cell Phone in Virtual Meetings! Use These Tactics
- Silence your phone or enable “Do Not Disturb” to avoid distractions.
- Let participants know beforehand if you might need to step out.
- If you must answer, leave the meeting room or turn off your mic and camera in virtual meetings to avoid disrupting others.
In general, prioritizing the meeting over personal calls demonstrates respect and professionalism.
LEARN MORE: What is the Most Productive Time to Schedule a Meeting
How Not to Be On Your Cell Phone in Virtual Meetings
Recognizing the pitfalls of cell phone use is one thing, but taking actionable steps to avoid it requires discipline and planning. Here are strategies to help you stay focused and respectful in virtual meetings:
Set Boundaries Before the Meeting
Inform family or housemates about your meeting schedule to minimize interruptions. Set your phone to silent mode or enable a “Do Not Disturb” feature to avoid notifications.
Schedule Personal Calls Separately
Plan your day so that personal calls or texts are handled before or after meetings. This ensures you’re fully available during discussions.
Prepare for the Meeting
Review the meeting agenda and gather any materials you’ll need ahead of time. Being prepared reduces the likelihood of needing to consult your phone during the meeting.
Use a Dedicated Workspace for Meetings
If possible, designate a specific area for virtual meetings. Keeping your phone out of sight in a workspace helps reduce temptation.
Communicate Emergencies Ahead of Time
If you’re expecting an urgent call, inform the meeting organizer beforehand. This shows respect for their time and allows you to step away without causing confusion.
How to Avoid Your Cell Phone in Virtual Meetings: Stay Busy
Many video conferencing platforms have built-in tools like chat features, polls, or whiteboards. Use these to stay engaged and focus on the meeting instead of external distractions.
It also helps to cultivate habits that improve focus, such as mindfulness or time-blocking techniques. Training yourself to stay present will naturally reduce the urge to check your phone.
stablish team norms how to not be on your cell phone in virtual meetings. When everyone commits to not be on your cell phone in virtual meetings and stay present, it creates a culture of mutual respect and accountability.
READ MORE: Meeting Agenda: Template, Principles, Best Tips
How Do You Tell Someone to Get Off Their Phone at Work?
Telling someone to get off their phone at work requires tact and professionalism to avoid offending them while addressing the issue. Here’s how to approach it:
Start with Empathy
Acknowledge that everyone has personal responsibilities. For example: “I understand that things come up, and we all need to check our phones occasionally.”
Focus on the Impact
Explain how their phone use affects work or team dynamics: “When phones are used frequently during [tasks/meetings], it can slow down progress or make it harder for others to focus.”
Suggest a Clear Solution
Offer a constructive way to manage phone use: “Maybe we can agree to keep phones on silent and step away for urgent calls only?”
Set an Example
If you’re in a leadership role, model the behavior you expect. Avoid using your phone unnecessarily to demonstrate commitment to the task at hand.
Use Humor or Lightness (if appropriate)
In informal settings, gently point it out with humor: “Hey, is that email on Instagram really that important?”
Make It Policy-Oriented
If it’s a recurring issue, refer to workplace policies: “Just a reminder, our policy asks us to keep personal phone use to a minimum during work hours.”
By addressing the situation respectfully and constructively, you encourage better habits without creating tension.
Additional Tips for Managing Virtual Meeting Etiquette
- Using reliable hardware and software for virtual meetings minimizes disruptions that could tempt you to check your phone.
- If you’re concerned about distractions in your environment, a virtual background can help maintain professionalism. However, avoiding virtual background is highly recommended.
- If a meeting feels redundant or overly long, discuss ways to streamline discussions. Engaging and efficient meetings reduce the urge to multitask.
- When your camera is on, you’re more likely to stay focused and less tempted to reach for your phone. Visual engagement also encourages active participation, so keep your camera on!
Final Thoughts: Respect and Professionalism
It’s easy to not be on your phone during virtual meetings – this isn’t just a matter of etiquette. Being on your phone at work can negatively impact your professionalism, productivity, and relationships with coworkers. Here are the key reasons why it’s best to avoid using your phone during work hours:
- Frequent phone use divides your attention, making it harder to focus and complete tasks efficiently. This can lead to mistakes, missed deadlines, and reduced overall performance.
- Coworkers and managers may view excessive phone use as disinterest or disengagement. It can harm your reputation and make you appear less committed to your role.
- If you’re on your phone during meetings or group discussions, you may miss valuable input or fail to contribute meaningfully. This can weaken team dynamics and affect outcomes.
- Using your phone at inappropriate times, such as during meetings or near sensitive information, can lead to unintentional breaches of confidentiality.
- Multitasking with a phone reduces efficiency and increases the time it takes to complete tasks. Staying focused ensures higher quality work in less time.
By limiting phone use at work, you demonstrate professionalism, enhance your productivity, and maintain positive relationships with your colleagues.
By recognizing the risks and adopting strategies to stay present, you contribute to more productive and positive meetings.
Remember, virtual meetings are an opportunity to connect, collaborate, and build your reputation—don’t let your cell phone get in the way.
Julie Gabriel wears many hats—founder of Eyre.ai, product marketing veteran, and, most importantly, mom of two. At Eyre.ai, she’s on a mission to make communication smarter and more seamless with AI-powered tools that actually work for people (and not the other way around). With over 20 years in product marketing, Julie knows how to build solutions that not only solve problems but also resonate with users. Balancing the chaos of entrepreneurship and family life is her superpower—and she wouldn’t have it any other way.
- Julie Gabrielhttps://eyre.ai/author/eyre_admin/
- Julie Gabrielhttps://eyre.ai/author/eyre_admin/
- Julie Gabrielhttps://eyre.ai/author/eyre_admin/
- Julie Gabrielhttps://eyre.ai/author/eyre_admin/
