Etiquette For Online Meetings

You may think this is not marketing, but it absolutely is part of your marketing, your branding and your reputation. Everything you do or say in a business situation reflects on your company. A video meeting is a business meeting!


We all know how to behave and be professional in meetings, but with people working from home and attending video meetings everything is different. Do you know how to behave or what is expected of you in this situation?


Here are 5 things you need to know:


1. Look Good. Yes, you are working from home so you don’t need to wear a suit, but you should at least wear business casual (at least your shirt). No one will see what you have on from the waist down (unless you stand up!), but they will see you from the waist up. Dress appropriately. Comb your hair and put on your makeup (if you usually wear makeup). Try to look like you would normally look in a business situation.

2. Your background. Before you start the video, look behind you to see what the person on the other side of the camera will see. You may be working from home or at your dining room table, but try to make what they can see presentable. Make sure there are no stacks of mess behind you (just move them for the meeting – you can put them back after it is over!) Make sure there is nothing offensive showing, check the lighting. We are all in the same position with working from home, but try to keep the kids out of the room and the dog quiet when you are on a video call. If your child runs across the room or the dog starts barking, there is nothing you can do about it. If it happens…it happens, people understand, they are in the same position, but try to control it if you can.

3. Camera or no camera. That is the question! The general rule is, if the other person or people have their camera on, yours should be on too. If it isn’t, instead of listening to you people may be thinking there is something you are hiding- they don’t pay as close of attention when they can’t see who they are talking or listening to. Make sure you look directly into the camera lens, it is like looking them in the eye. It shows you are paying attention to what they are saying and that you care.

4. Schedule. If you are hosting the meeting, have a schedule and keep to the timeframe. Remember always be respectful of other people’s time, but especially in times like this when people are trying to juggle so many things at once. If you are not the host, try not to go off the topic – it can make the meeting run long which may interfere with other meetings scheduled. You can’t “sneak out” of a video meeting that is running long when you have another meeting scheduled!

5. Mic and Camera. This is the most important rule to follow! Remember that the mic and camera are on. Be very careful of what you say and do! If you need to say or do something that you don’t want everyone else to hear or see, turn off your mic and camera – then remember to turn it back on for the remainder of the meeting. When the meeting is over – remember to TURN OFF THE CAMERA.

To recap, If you wouldn’t do it or wear it in a face to face meeting, you shouldn’t do it or wear it in an online meeting!

What Color Do You Need?

If you are designing a file or getting ready to send your artwork to be printed, you should understand the basic definitions of the colors being used and what the differences are. There are 4 basic color types: CMYK, RGB, PMS and HEX.

CMYK is also know as Full Color, Four Color, Four Color Process and Process Color. CMYK refers to the four inks used in printing full color… Cyan, Magenta, Yellow and Black.  

Each process color is comprised of percentages of cyan, magenta, yellow, and black inks that are printed in transparent dots of ink that blend together to make a color. CMYK printing will produce high quality results, but there is a chance of color variation across different printers and in different print runs. CMYK are the colors used when you send a file to your desktop printer or when you send a file to a printing company to be printed. CMYK cannot be used on a screen or online.

The best file formats for CMYK colors are: PDF, AI, EPS, orTIF; but a JPEG file can also be CMYK.


The RGB color model is an “additive color model” in which red, green, and blue light are added together in various ways to reproduce a broad array of colors.

RGB colors work great on websites and on-screen, but it is not a good choice for printing. RGB colors should be used for website logos or graphic images, social media, video, photographs online, apps, etc. You will notice that RGB colors appear more vibrant than CMYK colors because they are illuminated on a screen and the screen provides a larger range of color.

The best file formats for RGB colors are: JPEG, PNG and GIF.


A spot color is a special premixed ink that is used instead of, or in addition to, process inks (CMYK).

Spot colors are solid colors of ink. A spot color requires its own printing plate on a printing press which adds to the cost of the printing job. You would use spot color when color accuracy is critical. There are several spot color systems to choose from, but the most widely used is the Pantone Matching System (PMS).


Pantone Matching System (PMS) is a printing industry color matching system used to print spot colors – also called Pantone colors.

Pantone uses 18 base colors to create a range of Pantone colors. The swatches are indicated by a three- or four-digit number followed by the letter C or U. (example PMS 320C) The C stands for Coated and the U for Uncoated and refers to the finish of the paper it is being printed on. Coated are used for printing on glossy surfaces and Uncoated for printing on matte surfaces like letterhead. When you print on a coated surface it adds a sheen to the ink and the uncoated inks are not as vibrant. If you look at the same PMS number in coated and uncoated, there is a noticeable difference.


Hex Colors are Hexadecimal numbers are used on web pages to set colors.

Hex colors are a mix of red, green and blue (RGB) with some conversions. The color is shown by the number sign (#) followed by six letters, numbers or a combination (ex. #66ccc). Hex colors are only used on web pages and should not be used in designing for print.

Most likely, you will never need to use hex color codes, but, you can find free conversion tools online if you need to convert RGB files to HEX by searching, “RGB to HEX” .

Email Marketing

Let’s talk about email marketing. This is a great, inexpensive way to market your business and stay in touch with your contact list. Best of all, you can schedule your email blasts so you can create your marketing for the next week, month or year and schedule it to be delivered when you want it delivered!

A few of the main email marketing companies are: Constant Contact, Get Response and Mail Chimp. Handouts has used Get Response for many years and we are very happy with their products and services. These companies do much more than simply providing an email service, they offer landing pages, auto responders, funnels, website forms and more. Most of the companies offer a free trial so you can be sure you like the way they work before paying for their services.

WHY NOT JUST SEND FROM YOUR EMAIL ACCOUNT

We feel it is important to use an email marketing company rather than just sending your email account because they will supply you with analytics on each email so you can tell what is working and what is not. The analytics will include things like: how many people opened your email, how many clicked, how many bounced, what your open rate was. Email marketing companies also supply you with templates which make it easier for you to create professional looking emails that are mobile friendly. Remember always stay true to your company colors and your company image when creating any type of marketing piece.

HOW DO I TRACK MY RESULTS

The email marketing companies will supply you with analytics, but you should create a spreadsheet so that you make sure that you are taking your marketing full circle – mail, email, social, etc. We have created a very simple to use spreadsheet to help you. Click the button below to download a copy. Remember you should color code in the TYPE column (email, mail, Facebook, etc.) so you can see at a glance that you are using all forms of marketing. If you see too much of one color, make adjustments.

Another benefit to using an email marketing company, you will be able set up different campaigns so you can track other forms of your marketing as well. Ex. if you do a facebook ad with a click through for information, it will capture the email address for you. If you set it up as a separate campaign, you can see how many people sign up through Facebook vs. through your email. When you send an email blast, you can choose to send it to one of your list or more than one. It will check for duplicates and send the message just once.

HOW DO I GET AN EMAIL LIST

If you have your customers in an Excel file, you can import that file. Please remember do not spam. You can add people that you do business with to your email list, you can have people sign up for your email list, you cannot add people without a prior business relationship unless you have their approval.

List Building Program