This document provides tips for having effective online meetings. Some key tips include: dressing professionally from the waist up; testing your audio and internet connection in advance; sharing a meeting agenda in advance; muting your microphone when not speaking; announcing your arrival if joining late; finding a quiet spot without distractions; and assigning action items and notes to summarize the discussion. The document emphasizes giving yourself and your team grace during the adjustment to online meetings.
2. Get properly dressed.
Look professional and presentable.
Think of what you will wear if this was an in-office meeting.
Enjoy the fact that your teammates won't see what you're wearing
waist down. Stay in your comfortable bottoms and slippers if you like.
Pro Tip: Touch Up My Appearance feature. This is more on the spectrum of “fun” than
“useful.” In Settings > Video, check “Touch up my appearance,” and Zoom will soften
the focus on your camera, theoretically minimizing any issues with your skin.
3. Check if your
systems are
working.
Is your online meeting app loading well? Have your mobile
data internet ready in case your current connection
weakens.
Is your audio system working? It's important to hear your
teammates talk and that they hear you clearly as well.
Pro Tip: You can test your download and upload internet
speeds by entering "speed test" into the google search
engine, then clicking Run Test Speed. We advise you
choose a spot close to your router if possible.
4. Enable Shortcuts Outside of Zoom
This setting will double the power of all of the keyboard shortcuts above, and that’s not an exaggeration.
Do you often have other windows open while in Zoom meetings?Well, with this setting, you can use your
Zoom keyboard shortcuts even when you’re in another window.To turn it on, go to Settings > Keyboard
Shortcuts and select “Enable Global Shortcut.”
5. Set an agenda.
Share the objective, talking points, and outcomes of the meeting at least a day before.
This way, your teammates will be able to prepare and ask the right
questions if there are things that are still unclear to them.
Pro Tip: Many video conferencing applications such as Zoom seamlessly integrate
into email, calendar and other applications for easier access, set up and reminders.
6. Stick to the
allotted time.
Be mindful of everyone's schedules. Preparing
an agenda easily fulfills this objective too.
Pro Tip: Recording is a tremendously useful
feature for a later reference.
Doing an interview and don’t want to slow
things down by taking notes? Record it and get
it transcribed. We do this for all of our video
interviews.
7. Give your full
attention.
Be present throughout the meeting. Try
not to visit other websites or chat with
your other colleagues while the meeting
is ongoing.
Stay seated and give your full focus on
the agenda and to your teammates
moderating the meeting.
Pro Tip: The Host of the meeting can see all
chat messages, both group and private.
8. Mute your
microphone when it's
not your turn to talk.
Any unwanted background noise can reduce the success of the online
meeting. Open your mic only when you have to say something.
Pro Tip: The meeting host can hit ⌘Cmd+Ctrl+M (PC: Alt+M) to mute
everyone on the call at once. This feature save many wasted minutes
asking individuals to "please, mute your microphone."
9. Announce
your arrival.
If you're late to the meeting, let your
team acknowledge you. After all, it's
something you would do when you
enter an actual meeting room.
This is important too if you're joining a
meeting of a different team
and no one knows you.
Pro Tip: Don't interrupt and be
respectful, this is a case by case
suggestion.
10. Manage
the chaos.
Find yourself a quiet spot at home to
attend your meeting. Turn off the
volume of your TV or music player so
you can focus.
Close the door to avoid uninvited party
guests from arriving in the background.
While it's not completely frowned upon,
it may distract your teammates.
Take advantage of virtual backgrounds
too if your meeting app supports it to
instantly turn a messy space into a
clean and professional one.
Pro Tip: Choose a well lit space in front
of a window or light. For virtual
backgrounds to eliminate a crowded
space, use a blank wall, or set up a
sheet for a solid background.
11. Wrap up the
meeting.
A list of important notes and clear action
items is the best way to summarize a
productive team meeting.
Pro Tip: Assign a dedicated person to record
meeting minutes to provide a meeting brief,
assign tasks accordingly.
It is imperative your team communicates
and your all on the same page.
12. Give yourself Grace.
Going from face-to-face meetings to online meetings can be a big
adjustment for the whole team. A supportive environment is key in helping
everyone transition to the new way of collaborating.
Happy Video Confrencing!
