Standard Meetings

Approach the meeting as if you were present in the room.


Be timely

  • If you need to set up, complete that before the meeting starts.

  • If you join late, don’t disrupt the flow of the meeting, but do find a moment to let people know you joined when there's a natural pause..

  • Do introductions at the beginning of a meeting, so people on the phone will know who is in the room.

Be visible

  • Use available video-conferencing equipment as possible.

  • When remote, turn on your camera if network bandwidth allows.

  • Visibly raise your hand to signal when you want to speak.

Be heard

  • Make sure that your microphone works by announcing yourself when joining.

  • Make sure people know when you want to speak (make a clear signal and be aware that there may be a 1-2 second lag).

  • People in the room make an effort to include people on the call during discussion.

Be present

  • Participate fully. Put your cell phones on vibrate or silence.

  • Don’t hold conversations or “sidebars” with others in the room during the conference call. It makes it very difficult for those on the call to hear the speaker in the room.

  • Don’t suddenly disappear.  If you need to leave mid-meeting, let people know. If there isn’t a natural pause in the discussion, use the Chat feature or text the meeting lead to let them know.

Be inclusive

  • Be aware of different types of connections used by those in the meeting and do your part to include everyone in the conversation. (E.g. people who needed to join by phone may not be able to read chats, see materials, etc.)


Sound tips

  • Conference in from a quiet space.

  • Use headphones / earbuds to reduce background and ambient noise.

    • Don’t type if your keyboard is close to your microphone.

  • Stay on mute if you aren’t in a quiet space.

  • Try to avoid the discussion lag that can occur when un-muting.

  • Be careful of shuffling papers, tapping fingers, knocking pencils, etc. near the microphone. Especially in the meeting room, where the phone is not on mute.


Video Tips

  • Add your name to the participant list so that people know who is speaking.

  • Keep your camera on.

  • Assume you will speak, even if you are remote. Participation is critical to a successful meeting.