11 March 2020 by Lars
Videoconferencing Rules and Etiquette
What you will need
- Your laptop
- While a cell phone can work in a pinch, it is not ideal on a number of dimensions
- A web camera (if not already on your laptop)
- Headphones with a microphone
- A quiet place
Before entering the meeting
- Ensure your technology works correctly BEFORE the meeting.
- If you’ve switched devices, find out if they are working. There is a feature in Zoom to test your microphone and speakers.
- If you know your internet is slow, use phone dial-in for voice (and understand how that works)
- Understand how the transmission speed works in your location – just because you can see others does not mean they can see you. Choose a location with stable Wifi, plugin an ethernet cable (if possible), use the phone dial-in so your voice is guaranteed to be heard.
- Be on time (not really a videoconferencing rule – it’s always a rule!).
- Being late on a videoconferencing meeting may be as disruptive as walking past the presenter in a in-person meeting!
- Be in a place where you are not disturbed
- Don’t videoconference from the coffee shop!
- You need to be able to turn on camera (no cluttered bedroom background) and microphone (no chatter, no washing machine running).
- Wear work-appropriate clothing.
- Assume that you will be seen head-to-toe.
- Frame the camera correctly, and look into the camera
- Be able to look into the camera, not to the side.
- Assume you are having your wedding photo/ graduation photo/ photo for your grandma taken.
- Have the right light.
- Not too dark, not light from the background – we want to see you
- We may ask you to share your screen to help troubleshoot issues. Please familiarize yourself with this feature.
While in the meeting
- General rule: if you wouldn’t do it in a face-to-face meeting, then you shouldn’t do it in a virtual one.
- Speak clearly. Don’t shout.
- Mute your microphone if not speaking.
- But also know when to unmute your microphone!
- Be mindful of your own desk noise in proximity to the microphone (keyboard, paper shuffling)
- Look into the camera. Keep the camera on!
- Leave the “self view” on to remind what you look like to others (no making faces)
- Pay attention. (That’s why you keep the camera on!)
- When hiccups occur, handle them silently.
- if your call drops, dial-in again – and when you are back, don’t shout “I’m back”.
- if your voice or video connection breaks up – switch to using the phone dial-in option (silently).
- It is OK to
- politely interrupt somebody if that person is particularly faint and you cannot hear them.
- if in a big room, introduce yourself when speaking (the far end may not always be able to clearly see your face). This is not necessary when in a single-person location.
- Don’t carry on side conversations.
- Especially not with the microphone on!
The latest version is at labordynamicsinstitute/replicability-training