Videoconferencing Rules and Etiquette#

What you will need#

  • Your laptop

    • While a cell phone can work in a pinch, it is not ideal on a number of dimensions

  • A web camera (if not already on your laptop)

  • Headphones with a microphone

  • A quiet place

Before entering the meeting#

  • Ensure your technology works correctly BEFORE the meeting.

    • If you’ve switched devices, find out if they are working. There is a feature in Zoom to test your microphone and speakers.

    • If you know your internet is slow, use phone dial-in for voice (and understand how that works)

    • Understand how the transmission speed works in your location - just because you can see others does not mean they can see you. Choose a location with stable Wifi, plugin an ethernet cable (if possible), use the phone dial-in so your voice is guaranteed to be heard.

  • Be on time (not really a videoconferencing rule - it’s always a rule!).

    • Being late on a videoconferencing meeting may be as disruptive as walking past the presenter in a in-person meeting!

  • Be in a place where you are not disturbed

    • Don’t videoconference from the coffee shop!

    • You need to be able to turn on camera (no cluttered bedroom background) and microphone (no chatter, no washing machine running).

  • Wear work-appropriate clothing.

    • Assume that you will be seen head-to-toe.

  • Frame the camera correctly, and look into the camera

    • Be able to look into the camera, not to the side.

    • Assume you are having your wedding photo/ graduation photo/ photo for your grandma taken.

  • Have the right light.

    • Not too dark, not light from the background - we want to see you

  • We may ask you to share your screen to help troubleshoot issues. Please familiarize yourself with this feature.

While in the meeting#

  • General rule: if you wouldn’t do it in a face-to-face meeting, then you shouldn’t do it in a virtual one.

  • Speak clearly. Don’t shout.

  • Mute your microphone if not speaking.

    • But also know when to unmute your microphone!

    • Be mindful of your own desk noise in proximity to the microphone (keyboard, paper shuffling)

  • Look into the camera. Keep the camera on!

  • Leave the “self view” on to remind what you look like to others (no making faces)

  • Pay attention. (That’s why you keep the camera on!)

  • When hiccups occur, handle them silently.

    • if your call drops, dial-in again - and when you are back, don’t shout “I’m back”.

    • if your voice or video connection breaks up - switch to using the phone dial-in option (silently).

  • It is OK to

    • politely interrupt somebody if that person is particularly faint and you cannot hear them.

    • if in a big room, introduce yourself when speaking (the far end may not always be able to clearly see your face). This is not necessary when in a single-person location.

  • Don’t carry on side conversations.

    • Especially not with the microphone on!

Sources#