Want to avoid breaching Zoom meeting etiquette? Then consider these important tips

Q. Since it looks like a lot of people are going to continue to work from home, we are going to continue to have Zoom meetings. I know my company is all about Zoom meetings but I personally find those who attend need a few tips on good manners. My position requires I set up and host a lot of Zoom meetings. I get so frustrated with workers who consistently “tune in” about five-eight minutes late. Just like it is not appropriate to walk into a meeting in the office late, it is not okay to join a Zoom meeting late. Some people just don’t seem to “get it” even though I emphasize in my emails which I send to them with the time, agenda, zoom link that they “join in” a few minutes prior to the start of the meeting. I get so frustrated I am about to provide some “How to behave on a Zoom call” or “Rules for Zoom calls” to all those who have to attend my Zoom meetings. I think they would pay more attention if I could get a list of do’s and don’ts from you which I could pass on to them. Would you please help me?

A. I totally understand. I will provide a list here and also email you a separate file as well.

For Hosts or Zoom Chairs

• Send out the Zoom meeting notification email containing the link and agenda at least 24 hours in advance if at all possible. Why? Because the Zoom meeting you conduct is probably not the only Zoom meetings these same attendees must attend.
• Prepare an agenda for your meeting and provide it to your invited attendees 24 hours in advance if at all possible.
• If you have charts to share, make certain you know how to split the screen to share them.
• If you require special data be provided during your meeting, then be certain to include that request in your original Zoom meeting notification.
• Make certain you look at yourself in the mirror before you join the meeting; check for food in your teeth or smudges on your face.
• If absolutely necessary, wait a minute or two if not all attendees have joined. After waiting a few minutes, start without them but do not interrupt your meeting by recognizing them or drawing attention to them when they do join, If it is a guest speaker who is late, wait until that person joins.
• Include the length of time you expect your Zoom meeting to last and then do everything you can to follow that time limit.
• Try to avoid setting up a Zoom meeting during what is a normal lunch hour.
• If you will be scheduling your Zoom meetings on a regular basis — i.e., weekly, daily, every other week — try to schedule the same time for each meeting. If at all possible, at your first meeting, ask the attendees if the time you selected is a good fit with their schedule and if not, what time is.
• Make certain you have the technical ability or assistance to get on your Zoom early and that everything is working correctly. After all, your attendees’ time is as valuable as yours, and if you are requesting they join on time, you should already be available to greet them a few minutes before your scheduled start time.
• Choose a background which is professional and not distracting. Make certain the lighting is good and allows you to be clearly seen. For example, if you are sitting outside at your pool, rather than in your office, you can imagine what perception your attendees will have and how unenthused they will be if you are giving them tasks to complete.
• Dress professionally and that includes having your hair combed; men should be properly shaved, or facial hair trimmed; women should be wearing professional makeup. professional jewelry. Women should make certain they are not wearing bracelets which make noise — keep it simple. Pajamas or wrinkled T-shirts/blouses will not get you a lot of respect. Absolutely no cleavage for women nor no more than one button unbuttoned for a man’s shirt. Studies have shown just dressing professionally from the waist up does not provide you with the confidence you need to conduct a meeting. Envision your attendees being just across the desk from you.
• Greet your attendees and make sure all attendees are introduced or introduce themselves. If you have a visiting guest or speaker, make certain you immediately introduce that person.
• Make certain you are in a quiet area with no televisions within sight; no pets (barking dogs for example); small children interrupting; phones turned off or on vibrate.
• Don’t have food in front of you or in sight. A beverage in a glass or cup is permissible, but please no drinking from a bottle or a can; that means having water in a glass and not in a plastic bottle; no ice in the glass. No wording on your coffee cup which may/could offend anyone; keep it blank.
• No chewing gum.
• Have all the necessary papers in front of you so you do not have to get up to get something you forgot. Be organized. Follow your agenda.
• Allow your attendees the opportunity to speak and/or ask questions.
• As you come to the end of our meeting, summarize taskings and thank everyone for attending. Give them the date and time of the next meeting, if required.
• Do not reprimand any attendee in front of the other attendees. If you need to meet with any attendee(s) separately, ask them to call you following the meeting.
• Add pertinent information into the “chat”

For attendees

• Be on time!!! Join the meeting a few minutes early to make certain you have connectivity. Greet the host when you connect to let them know you are there.
• After you have spoken, mute yourself until you speak again.
• Make sure you have used the restroom before you join in or gotten your coffee or beverage (see above).
• Do not be restless in your chair or move around a lot. Once you join the meeting, do not get up from your chair until the meeting is designated as over. Do not “leave” the meeting until the host designates the meeting to be over. Then be sure to hit the “leave” button.
• Do not interrupt the host or any other attendee. If you have a comment or a question, enter it into the “chat” or hold up your end, using the button or holding up your hand.
• No eating during the meeting. Look at yourself closely in the mirror before you join the meeting — check for food in your teeth and smudges on your face.
• Look straight into the camera when speaking, not the box of the person, or the video thumbnail of yourself.
• Stay alert; no rolling of the eyes; no resting your hand under your chin; no multi-tasking such as checking your iphone messages or email.
• Make certain your video is turned on so that you can be seen. Keep your video on because after all the whole point of a Zoom is to exchange information and be seen.
• Dress professionally (see above) and select a professional location which is quiet and void of distractions.
• Remember the camera is running all the time and everything you do can be seen and possibly heard if you fail to mute yourself.
• If an agenda is provided, make certain you print it and have it in front of you as well as any other paperwork you need to respond to the agenda items.
• When speaking, do so clearly and distinctly.