Guide to remote meetings
Our best practice guidelines for running remote meetings at Deeson
Principles, the 3 B’s
Be seen and heard
Other attendees can see and hear you clearly.
Be considerate
You’re mindful of not speaking over other people, you champion the experience for remote attendees and you arrive on time.
Be present
You’re not distracted by your devices, other work, or your surroundings. You’re giving the attendees, and meeting, your full attention.
Prep before the call
Attend 2 minutes early so you’re ready to start the call promptly
Make sure you have a headset that limits background noise or you’re in a quiet place
If you’re in a room with other people, use a Jabra microphone instead of relying on laptop's microphone (and ensure this is set up in advance of the meeting start)
Snooze your Slack notifications before you join a Zoom call
Remove the temptation to do other work by minimising your other screens
Make sure you are sat somewhere that is quiet enough for you to hear and contribute to the meeting
Test all technology (including camera/video, Wi-Fi, and screen sharing) before the meeting
On the call
Wherever possible share your video
If you use multiple monitors, put your open Zoom call on the monitor with your camera so you can give eye contact
Mute when you’re not speaking
Ensure you are on gallery view so that you can see the face of everyone in the meeting
Do not use your phone during a meeting and make sure it’s on silent
DO NOT DO WORK WHILE ON A MEETING. You think it's not obvious, but it is! Feel free to call people out if you think this is happening in a meeting you’re in
If someone is doing a screen share presentation and you wish to speak, use the available Zoom features such as 'raise hand' under the participants list view so the speaker knows to pause
Don’t interrupt people whilst they’re speaking
Ask participants to rate the meeting at the end of a call to capture timely feedback
If you’re the facilitator
Include a Zoom link in your meeting invite
If you know multiple people are joining the call, book a meeting room in advance
Make sure everyone joins individually via their laptop
Where some of the group attendees are co-located, please select a 'remote advocate' who will ensure you have a room and the speaker is set up in advance of the meeting starting
Where some of the group are co-located, please ensure you still speak to your laptop, in proximity to the speaker, and avoid the temptation to address just those in the room with you
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