A guide to successful online meetings and presentations.
Physical Space
- Eliminate background noise as possible
- Choose a clean and appropriate background, or use a W. P. Carey Zoom background
- Adjust camera angle to show your head and shoulders; try not to sit too close
- Try to sit with a lightsource in front of you; ensure there is little backlighting
- Check for power, gather headphones, cords, etc.
Self-preparation
- Employ suggested privacy and security settings
- Log on early to allow time for troubleshooting
- If you will have input, prepare your notes
- Have a backup plan, and then another backup plan (for example, to call using your phone if your internet quits working)
During the meeting
- Be mindful of best practices for a face-to-face meeting (use an agenda, assign roles, etc.)
- Begin with introductions if not everyone knows each other
- Establish meeting norms:
- Set up agreed-up goals and outcomes
- Begin and end on time
- Encourage active participation and use of video
- Establish sign for speaking (such as raising your hand)
- Mute your audio when you are not speaking and try to mute computer notifications (Outlook, Slack, etc.) that might be distracting
- Limit side conversations and multitasking
- Speak clearly and in a normal voice
- Leverage online collaboration tools like Google Drive
- Look into the camera rather than at other participants; this more closely mimics eye contact
- Review action items and assign tasks
- Schedule subsequent meetings if necessary
- Thank participants and say goodbye
Troubleshooting
- Remain calm
- Refer to your backup plan
- Contact Technology Services at 480-965-2400
*Many of these tips came from this UTO Zoom Best Practices Guide