# 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

[![Creative Commons License](https://i.creativecommons.org/l/by-sa/4.0/88x31.png)](https://creativecommons.org/licenses/by-sa/4.0/)\
The Deeson Handbook is licensed under a [Creative Commons Attribution-ShareAlike 4.0 International License](https://creativecommons.org/licenses/by-sa/4.0/).