Zoom Meeting Etiquette

In the mist of Covid-19 (Corona Virus), we at JDS WebDesign are hoping everyone is safe, washing your hands frequently, sneezing and coughing in your elbow, and practicing social distancing.  Over the next several weeks, we are planning on blogging about how to make your website more business friendly.  We will have some tutorials on our favorite plugins and features, which will make your site more efficient.

In our new norm, most of us are using Zoom to communicate on a daily basis.  Zoom has replaced meeting.  Some of us have more Zoom meeting, then actually phone conferences.  Since this is a new norm, many of us do not know the proper zoom meeting etiquette.

We will not be discussing proper attire on this blog post.  Your attire should be the same as if your in the office, now we realize that some company had complete professional attire.  You might want to check with your human resource to see if business casual is appropriate.  Now that this disclaimer has been done.

We are going to discuss 5 things that are important!!!

Schedule and Agenda

Schedule your meeting out ahead of time.  You should give your team at least a couple of days notice.  Not only should you send the link out earlier, but you should put it on everyone calendar.  A reminder is a great thing, now that most of us are working from home. Be very detailed about what the meeting is going to be about…and what you would like to accomplish with the meeting.

Send out an agenda. Let everyone know what is going to be discuss.  If you need someone to handle a specific topic, then make sure you mentioned it to that person prior to the meeting.  Allow discussion time within your meeting and put it on the agenda.

Prepare your office

One of the cute things that we see everyday, is when someone is trying to conduct business and they are interrupted by a child, spouse, or friend. Some of the funniest moments have occurred during COVID-19.  But remember this is a meeting, and should be treated as such.  Remind everyone in your house, that you are going to a business meeting.

Prepare a quiet area in your house.  Make sure you have a comfortable chair.  Check out your background, as you do not want to have something handing on your wall that could be offensive to someone else.

Test your equipment

Make sure your camera and microphone are working.  Do a trial run.  If you need to get some new headphones, then do not wait until the last minute.  Our new norm is probably going to allow you to get a lot of use out of those headphone.  Check your microphone.  Does your voice sound clear?  Check your internet.  Do you have a strong connection in the room in which you selected?  Do not wait until your meeting to do these things.

Mute

If you do not know how to mute your microphone, then take the time to learn.  Your microphone should be muted, when someone else is speaking.  You need to mute everyone, unless they are speaking.  Use the “raise hand” to recognize someone.  This small trick will provide everyone with the opportunity to speak, without having to speak over someone.

Minutes

Within three business days, you should send out the minutes or summary of your meeting.  The information should be fresh on everyone minds.  This will reinforce what was discuss and decided on at the meeting.

Image courtesy of David Silva.

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JDS WebDesign is a Web Design and Brand Marketing Agency located in Marietta, Georgia.  We create AWESOME on line presence for Start-ups and Influential People/Organizations.  To learn more about us or how we can help you and your organization, you can contact us or schedule a meeting.