Here are some things to consider adding to your Zoom Meeting, or any other virtual meetings “Code of Conduct”. Do you have some that you would add? If you do, please let me know by leaving a comment. Hat tip to BDS Consulting in Seattle for allowing me to share some of their bullet points.
Expectations for Meeting Participants
- Participate with grace and humor.
- Ask for (and accept) help from others. You want this to work for everyone.
- Embrace the moment and the technology to the greatest extent possible.
- Try something new.
- Suspend judgment.
Suggested Norms and Guidelines to Follow
- Mute your audio when you are not speaking.
- Because this is an audio-based meeting, your voice acts as your physical presence. Be thoughtful of when you speak. Be courteous, and don’t interrupt the speaker.
- If you are not using your webcam for the meeting, cover it up.
- Be explicit and animated about non-verbal communication. Nodding; thumbs up; hand-raising.
- Minimize distractions and be present by putting away phones, closing unrelated work, closing the door, etc.
- Improve clarity by speaking deliberately, use good lighting (behind your camera), testing audio equipment.
One thought on “Zoom Meeting Code of Conduct Suggestions”
Since we are working remotely since ever and heavily use Microsoft Teams (Skype for business before), we have a few (simple) Rules for Web Conferences:
1. Be on time (Don’t be late without a very good excuse)
2. Come prepared (Every meeting must have an agenda)
3. Video first (If we go to a regular meeting, we see each other, why not in a virtual meeting?)
4. Wear your headset (Make sure it is charged)
5. If you join from a public place, you have to ensure that no one can see the content (Remember the NDA) <- Not relevant now!
6. Who ever is in charge: Remember to create and send the minutes (We have a cycle, with a backup strategy)
7. Stay focused, avoid distraction (Exception: You are on call)
8. Timeboxing! You have your slot, try to stay in your planned time slot
9. Don't over interrupt! Ask questions, if they are relevant. The rest if for the discussion part (We have a planned slot at the end of each meeting)
Again, nothing fancy! Not perfect, but it works for us and we are a mostly distributed team.
5. is relevant if someone works at the customer site or any public area (airport, train or cafe). In theory not during the quarantine, but do not use a speakerphone if your doors/windows are open, we discuss a lot of internal issues and we also talk a lot about customer and project relating topics. And this can be a big issue!!!
Why this is relevant here: With customers we also use Zoom (and Webex). I decided, that our rules are also applies to this kind of meetings. Only if the customer has other rules, they might overrule our rules…
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