Consider these Zoom meeting etiquette tips during ongoing COVID-19 pandemic

Q. A lot of us are working from home because of the pandemic guidelines and a lot of us are having to participate in Zoom meetings which is a great way to get the job done by being able to have all the necessary workers participate. As a supervisor, I think there needs to be some etiquette rules, just like if we were actually meeting at work like we have before. Like, don’t be late! I think it would be good if you could provide some Zoom etiquette rules for everyones’ benefit. Then supervisors like me, could just make a cy of them and provide to our workers and maybe they would pay attention.

A. Yes, I totally agree. Your point is well taken. For those who do not know what a Zoom meeting is, let me briefly explain that first: It is a web conference platform commonly used for audio and/or video conferencing. A host (or boss or person holding the meeting) sets up the time and provides “attendees” with an internet sign-in link and code so that they click on it and can all normally see each other, hear each other and speak. One must think of it as a real meeting, only everyone is not sitting in the conference room or in the boss’ office. Therefore, basic meeting and office etiquette should apply, such as:

Be early or definitely on time

No boss likes anyone coming into a meeting late. It is rude and unprofessional. If the meeting is to start at 10:00 a.m., do not wait until 10:00 a.m. to turn on your computer (or laptop) and find the email with the link information. Just as you should be ten minutes early for a meeting in your boss’ office or the conference room and you would not (should not) wait until 10 a.m. to leave your desk to walk to your boss’s office or the conference room, you should start ten to fifteen minutes early to turn on your computer. You can click on the link and be ready for the host to let you in as an attendee.

Pick a proper location

Remember the host and everyone can see where you are sitting and the background. You want as professional a background as possible; therefore, propped up in your bed, or in the bathtub, or in a chair in front of an open window with traffic going by, or in your car, or in a lawn chair in front of your swimming pool will not provide that professional atmosphere. Sitting at a table, or at your office if you have one, or in a chair in your living room will suffice. Avoid distractions by limiting the clutter in the background. Stage the area if necessary to make it look more professional. Maintain good posture while sitting in the chair. Make sure the lighting is not too bright or too dark. More light is better than having it too dark.

Children, spouses and pets

While the boss or host may realize you are working from home and have a spouse, children and possibly pets living in the same space, it is up to you to find a quiet place for your participation in the Zoom meeting. Keeping your children, your spouse and pets in another room or away from you during the Zoom meeting is important because of possible disruptions and interruptions. Yes, your dog or cat is cute as a button, but that does not mean he or she should be sitting on your lap or shoulder during the meeting.

Dress professionally

Remember this is a business meeting and you are being paid in some manner to participate. While a suit and tie may not be required, “Casual Friday” may be appropriate but pajamas are not considered professional; not even casual professional. Neither are exercise clothing or swim attire. How one’s opinion is evaluated or accepted often depends on how one is dressed. If you are too casual, whether people believe it or not, your opinion is taken a bit too casually.

Hair, makeup and facial hair

Equally important is to make sure your hair is combed, regardless of whether you need a haircut or color job; you have shaved or your beard has been trimmed; you are wearing makeup just like you would if you were actually sitting in the meeting; you are wearing jewelry such as earrings and a necklace if that is something you usually wear.

Speaking

You should speak clearly and do not interrupt the host or any one else, or speak without being called upon or waiting your turn. Make sure you are speaking directly and clearly into the speaker. Have potential answers and questions prepared so as not to waste time because the meeting time may be limited.

Pay attention

You are even more observable during this Zoom meeting than if you were sitting in a conference room. A recording could also be being made for future use and reference by the boss or host. Be prepared to take notes. Have your questions itemized on a piece of paper at a location that does not make you lower your head out of the camera space. Remember to keep your facial expressions positive whether you are speaking or not because again you can been seen by everyone in the meeting at all times. Sit still and do not squirms so as not to be disruptive. Do not get up and walk around. Take a bathroom break before the meeting starts because you should not be leaving the meeting until it is over.

Mute Button

Be sure to mute yourself if you have background noise of any kind. Make sure your cell phone is on vibrate and your land line phone is in another room. Remember that any comment you make can be heard by everyone if you are not muted.

Eating and Drinking

Find out prior to the beginning of the meeting if you can have water or any other kind of non-alcoholic beverage. If water or coffee are allowed, keep it close by because moving outside the camera area to get your cup or glass is very distracting. Do not drink from a water bottle; use a glass. (This is a rule for any meeting and a pet peeve of mine for sure.) Keep the snacks for later. Do not chew gum. You may choose to smoke in your own home, but do not do so during this Zoom meeting.

Happy Zooming!

This story was originally published May 16, 2020 at 5:00 AM.