Digital meetings are becoming a big part of our everyday work life, and the equipment in most conference rooms is now well adapted to involve meeting participants wherever they are in the world. Furthermore, video conferencing also saves time, travel, money and the environment – which is a prerequisite for a more sustainable working life.
When meeting participants are scattered in conference rooms, at kitchen tables, in train seats or cafés, new challenges arise. In order to have an efficient and pleasant meeting, we have, therefore put together some tips and rules of conduct that can be a good starting point for a video meeting or a video conference.
Before the meeting
Install and test the technology in advance to make sure your software and other equipment work.
Make sure you have a stable internet connection. Strive to have access to stable Wi-Fi, or even better, connect with a network cable.
Use a headset and microphone. Try to avoid the speakers on the computer, especially if you are sitting in an environment where others can hear or disturb you.
Use a camera – All participants, who have the opportunity, should turn the camera on. Try to have your camera at an eye level so that you do not look up or down at other participants.
Log on to the meeting a couple of minutes before it starts. Check settings (audio, camera, etc.) and talk to other meeting participants before the meeting begins.
Sit alone. Everyone should have their own computer and preferably not be seated in the same room as other meeting participants. It will be a more inclusive meeting climate if everyone has the same prerequisites.
Sit in a place without distractions (sound, light, etc.)
Think about the background, try to find a place that is not too messy
Find a spot to sit where you have the light source in front of you (for example, do not sit with your back against a window)
During the meeting
Appoint a moderator to lead the meeting – this us even more important in digital meetings than in IRL meetings.
Feel free to put the microphone in silent mode when you are not talking, but remember to turn it on if you are going to say something
Use screen sharing and whiteboard features to view web pages, presentations, sketches, etc. It also allows others to interact with what you want to show or discuss.
Raise your hand if you which to say something in larger meetings. Either by waiving or using the Zoom function.
Use a common chat platform where you can ask questions, comment, share links, etc. There are functions built into Zoom but also other software. The main thing is that everyone agrees on which channel to use.
Use Zoom features to enhance and take advantage of digital meetings. It is possible, e.g. to divide the session into smaller groups (automatically or manually) where the meeting leader can visit different groups and discussions.
Record the meeting to take meeting notes for people who cannot attend.
If you have problems with the connection and can not connect or if your sound or video does not work – Call into the meeting by phone on 08-505 39 728 or 08-446 82 488 and use the meeting code for the meeting. This increases the probability that at least the sound works even if you are not on video.