You know that feeling. The pit in your stomach when you realize something important has been forgotten. This can happen as you drive to the airport, only to realize your tickets were left at home. This can also occur when your partner looks at you in disbelief for forgetting about their birthday.
In the business world, such a feeling arises when you have somehow forgotten about the team video call. While virtual meetings are terribly convenient, they are easier to forget about than an in-person one that’s happening just down the hall from your desk. Yes, we have all learned how to acknowledge the calendar invite, but when working from a distance, certain commitments can accidentally slip through the cracks.
If this has never happened to you before, good for you. Keep up the diligence. However, it’s important to know what to do in the rare circumstance that an online team meeting slips your mind:
Own It
Before anything else, you must own your transgression. Those hosting the video conference and those attending it will definitely have questions as to why you didn’t make the meeting. This is your moment to be honest and communicate what actually happened.
While there may be a good excuse (i.e., a family emergency stole your attention), it’s also possible you simply forgot about the video call. The latter may make some shake their heads at you and be briefly unimpressed. But that is still way better than being caught in a lie about your absence.
Be Apologetic
After the story has been relayed, be apologetic. Some individuals will be upset that your absence led to a meeting postponement which will undoubtedly impact their calendars moving forward. Others will be bothered by a perceived lack of professionalism on your part.
Regardless of how any of the other virtual meeting participants feel, just say you are sorry. A number of teammates will appreciate this gesture, while some will think the gesture is wholly unnecessary. Either way, you would have done your part to calm the waters.
Make it Up to Your Team
Once you’ve made amends, find a way to make it up to those who attended the live video chat online that you forgot about. Even if you didn’t inconvenience everyone too greatly, rebuilding trust can be accomplished multiple ways.
Firstly, see what came about in said video call and if new projects were assigned, offer any assistance you can. If need be, take on some extra responsibility.
Secondly, if it’s safe and feasible to do, treat those on your team to a round of drinks, or a lunch, the next time you are at the office together. Having this type of lighthearted social gathering is an excellent way to ensure camaraderie is still intact.
Bring Your ‘A’ Game Next Time
Now that you have done the best you can to move past the video meeting you forgot about, concentrate on bringing your ‘A’ game to the next one. This will be your opportunity to remind others how much you love your job and the interest you have in ensuring your company meets its objectives.
If you are presenting during the video call, see that you have all of your notes ready and know the online meeting platform inside out. If you are not required to present, take comprehensive notes during the video conference, and be prepared to chime in with your opinion and insights.
Improve Your Approach to Scheduling
Forgetting about a team meeting – online or otherwise – has a lot to do with how you manage your schedule. Setting the proper calendar alerts and/or posting reminder notes by your desk will help you avoid the embarrassment of missing a video call.
Beyond these measures, you can request a staff meeting reminder from another participant closer to the time in which it’s supposed to take place.
Banty offers a wide assortment of video conferencing solutions for business. Tap here to learn more about our offerings, as well as the 14-day free trial period for all new Banty customers.
