Tech Tips: Your Guide to Video Conferencing Etiquette

Members of the DUSON community will be using Zoom and WebEx for our meetings in the next few weeks – make the most of these meetings with a few best practices.  Here’s what you need to know:

• Sit facing a light source so you don’t appear back-lit.  A lamp or window behind your monitor will work great;

• Make sure your name is displayed in the Participants list.  Not your NetID or phone number;

  • In Zoom go to the Participants window, find your name and select Rename to make the change.

• Think about your background – simple is best without any distracting objects;

• • Or try a virtual background for a fun alternative in a less-formal Zoom meeting;

• Do you turn your camera on or keep it off –

  • General rule of thumb – if it’s 10 people or less in the meeting, start with your camera on.  More than 10?  Start with your camera off.

  • BUT – if the meeting host has their camera on, use your camera as well;

  • Shoulders and head, just like what you’d see sitting in a conference room – that’s the best practice;

• To mute or not to mute –

  • When in doubt, MUTE;

  • If you’re not the host, mute your microphone as soon as you join;

  • After you ask a question or make a comment, mute your microphone;

• Did your dog, cat or a child walk in?  Mute your microphone and stop your camera (if it’s on);

  • (After showing them off for a minute or so!)

• Get a phone call you need to take?  Step away from the camera (and make sure you’re muted);

The single most important best practice?  Muting when you aren’t speaking is the best way to be respectful in conference calls;

Best Practices for Meeting Hosts

Leading a video conference?  Here are some best practices:

• When scheduling a Zoom or WebEx meeting, provide complete connection information in your meeting invitation;

• Arrive early – start the meeting 5 minutes early if possible;

• Clarify meeting expectations first thing.  Attendees need to know:

  • Do you want everyone to turn on their cameras or not?

  • How do you want to handle questions?  Open mic or chat?

  • A list of meeting expectations makes a great first slide that you can share for attendees to view as they arrive

• Consider how you can make attendee introductions easier:

  • Instead of asking everyone to introduce themselves and risk having several folks talking over one another, ask your attendees by name, one by one, to introduce themselves

  • OR – simply introduce them yourself.  Start at the top of your list and say each attendee’s name, title and organization.

• If you have a long slideshow (such as a class), stop every four or five slides to check with everyone to see about comments or questions;

• Having a round robin?  Call on each individual and let them know when it’s their turn;

Best Practices for Attendees

Here are some best practices when attending meetings:

• Arrive on time;

  • Did you arrive late?  No need to announce it.  The meeting has already started - just mute and settle in.

• Stay muted unless you’re speaking;

  • Before you speak, make sure you are un-muted;

• If you need to leave the meeting for a few minutes

  • In meetings with fewer than 20 attendees

    • Put a note in the chat window letting everyone know you’ve stepped away.  When you return, a follow-up in the chat window will let everyone know you’re back;

  • In meetings with more than 20 attendees

    • Just leave and come back when you’re ready;

• Have a question and the host hasn’t said how they’ll handle questions?

  • Unmute your microphone, turn on your camera and just say “Question” at an appropriate pause;

    • If the host does not acknowledge you, try again;

If you have any technical questions or problems, contact the IT Service Desk at 919-684-9200 or email citdl@mc.duke.edu.