When we hold meetings and calls remotely, it is good to make agreements about usage. This prevents us from talking over each other, ensures everyone has a chance to speak, and allows us to work in the most efficient way.
Note: If the internet connection is a concern, start by turning off your camera to reduce bandwidth.
Checklist before the meeting
Ensure stable internet
Find a quiet place
Make sure everyone dials in on their own device
Preferably use a headset and do not put anyone on speakerphone
Test your microphone before you start
Ensure everyone turns on their camera; this contributes to better interaction and keeps everyone's attention
Ask everyone to be ready 5 minutes before the call and review the points above so the meeting can start promptly
Send out an agenda prior to the meeting
Checklist during the meeting
Mute your microphone when you are not speaking. There are different shortcuts for each platform you use. (Cntrl+Shft+M in Teams or spacebar in Zoom)
Raise your hand in front of the camera if you want to say something
Use thumbs up or thumbs down if you agree or disagree
Do not eat or drink, even if you are muted; it does not always look neat on camera
Ensure someone is taking notes of the meeting; arrange this in advance
Do not use your keyboard, or make sure you are muted if you want to do this
Put your phone away or set it to do not disturb/sleep mode
One of the most challenging elements of online meetings can be delays. So adhere to etiquette when you want to speak. It is a known issue that people become more reserved about speaking in an online meeting. Therefore, also ensure that you systematically introduce rounds of questions so that everyone gets their moment to say something. Online meetings can be very intensive, so be clear about the agenda, the duration, and schedule short breaks if necessary.
