Next on the Agenda: Kisses From Honey Bunny

Virtual Meetings Raise Risk of Embarrassing Faux Pas; a Suit on Top, Jeans Below

Jason Walker was in the middle of presenting fourth-quarter earnings to his bosses when an unwelcome surprise popped up on his screen -- and the screens of five other people logged on remotely for the virtual meeting. "I love you Teddy Bear," ran the instant message from Mr. Walker's significant other. For the next month or so, Mr. Walker was known around the office as "Teddy Bear."

Since then, Mr. Walker, vice president of sales at iLinc, a Web-collaboration software provider, has changed his display settings when presenting virtually.

Nowadays, more companies are enlisting technology to help co-workers and outsiders collaborate from afar. Web seminars, videoconferencing, instant messaging and file sharing can make business communication easier -- and cut travel costs as fuel prices soar. But, as Mr. Walker learned, there can be some unintended and often embarrassing consequences.

Only a few keystrokes separate one's private life from the virtual world. The wrong computer settings, an awkward Web-camera angle and even something as harmless as the "hold" button on the telephone can create lasting career memories. And unlike face-to-face blunders, virtual gaffes can be captured for posterity on Web sites and ridiculed by viewers time and time again.

"What you think could be a Webcast to five employees can catch on and become popular," says Greg Pulier, co-founder and chief technology officer of IVT Inc., a Webcasting software provider.

Mr. Pulier recalls one high-level executive who committed the offense of acting too casually while on camera. The executive, who works in the high-tech software industry, was unaware of the way a camera was pointed, and he scratched himself indelicately. The whole episode was broadcast to a large audience of employees. "You can imagine the employees' glee for the next few days making fun of that," he says.

One solution, says Ken Molay, president of Webinar Success, a consulting firm that helps clients create and deliver Web seminars, is for corporations to create guidelines for employees so that they can properly represent the company. Workers from staff assistants to the suits in the corner office need to be more tech-savvy, he says, from learning how to use equipment to presenting themselves professionally through different forms of technology. Otherwise, they might find themselves part of an office punchline.

While leading a Web seminar recently, Jacqueline Whitmore heard a participant put the call on hold, which signaled "on hold" Muzak to start. The Webinar -- an interactive Web-based seminar -- was disrupted twice for about 30 seconds each, says Ms. Whitmore, who runs the Protocol School of Palm Beach, a business-etiquette consulting firm. The other participants in the Webinar laughed while Ms. Whitmore figured out how to disconnect the offender.

Even the experts occasionally find themselves in embarrassing situations. Lisa Khoung, sales-demonstration coordinator with LifeSize Communications, a manufacturer of high-definition videoconferencing, says she once went through half a conference with potential clients with a large piece of lettuce stuck in her teeth. She only discovered the gaffe because the clients couldn't contain their laughter.

What Not to Wear

The virtual dress code has also proven to be a confusing topic for some professionals, says Kimberly Bishop, vice chairman of New York-based Slayton Search Partners, an executive-search firm. Ms. Bishop once conducted an interview where the candidate was dressed in business attire while he was sitting down, but once he stood up at the end of the conference, the camera revealed that he was wearing jeans. She says it made her question the candidate's judgment.

There are some precautions you can take to prevent your embarrassing moments from appearing on YouTube or your company Web site. Rule No. 1 is to become as familiar as possible with communications technology before using it live. When creating a Webcast, in which a company broadcasts video and audio feed to an audience via the Internet, the speaker should be aware of the sound quality and camera angles, experts say.

Hold a practice session ahead of time and then analyze the way you sound as well as your posture and mannerisms. If you plan on incorporating technology tools regularly, it may be wise to invest in a training session with a consultant.

Avoid Distractions

Disable any potentially distracting applications, such as instant messaging and telephone on-hold music, before engaging in a Web conference. Companies often record and archive these meetings to use as reference material, says Ms. Whitmore.

"Anything you would do during an in-person meeting, you should do in a video meeting," says Ms. Bishop. Mr. Molay goes further, saying there are some things that are acceptable in face-to-face meetings that are unflattering on camera.

For instance, eating, drinking and something as innocuous as scratching your nose are no-nos. "On camera, people can pause and rewind and you can look a lot worse than you imagine," he says.

"Get over the idea that simply because you've spoken in public you know the proper way to make yourself appear professionally on camera," Mr. Molay says.

Write to Dana Mattioli at dana.mattioli@wsj.com