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Zoom Best Practices

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