With the rise of powerful smart devices and the easy availability of fast internet connection, we are experiencing a shift towards remote working, virtual meetings, and online classes. Zoom is the first name that comes to mind whenever it comes to Online Meetings or Virtual Classes.
Professionals from different sectors are learning the best practices and etiquette of conducting Zoom meetings and classes. In case if you are one of them, then you have come to the right place.
But before starting the post, we would like to say that there is no substitute for good manners in daily interactions. Showing gratitude, paying attention, maintaining eye contact, being on time are few of those things that everyone appreciates.
You also need to apply these basic principles in Zoom meetings and classes. But Zoom Meeting etiquette ranges more than the points already mentioned above. In this post, we will cover that. So, continue reading to know a few tips that will help you to conduct Zoom meetings like a pro.
Distinguish Private and Public Meeting
This is the first and one of the most important things you need to keep in mind while conducting a Zoom meeting. You might need to conduct both private and public meetings in the workplace.
However, you have to be very careful while sharing your meeting link or ID. If you want to conduct a private session, you also have to keep its link or ID private. While inviting attendees to the meeting, mention that it will be a private meeting so that they keep the meeting ID or link confidential.
On the other hand, if you want to conduct a public meeting, you can publicly invite people. In that case, you can use the power of social media sites to invite people. However, if you want to conduct private meetings, avoid using social media sites to invite people. You can email participants to join your private session.
Using the right background while conducting a meeting is considered as a proper Zoom etiquette. If you want your attendees to focus on the meeting instead of your background, you must be very careful with your background. So before starting the session, you have to ensure that the background is clean. You can use artwork and decorative items to set up the background.
Zoom also offers an excellent feature that allows users to change the background. This feature is known as Zoom’s Virtual Background. It will help you to change your background with a custom one. However, if you want to change your background, set your workspace in front of a green screen.
Knowing the art of screen sharing is also part of Zoom etiquette. Zoom is a high performing software that provides plenty of features. Screen sharing is one of them. If you host a meeting, then you will get the opportunity to share your screen. If you appoint a co-host for the conference even, they will get the chance to share the screen. Here it is essential to understand that the other participants in the meeting won’t share their screen. The screen sharing feature is only accessible to the host and co-host only.
However, if the host wants, they can enable the screen sharing option of any participant. You can easily enable or disable the screen sharing option from the Security icon that you will get in the active meeting window.
Audio and Video Settings
These are the most important things that you need to check before starting the meeting. The first thing that you have to ensure that your microphone is unmuted. It will help you to ensure that all the attendees can hear you properly. You also need to check the video setting before starting the meeting. So first of all, check the preview of your camera. If you think that it needs some adjustments, and then do it first.
Here it is essential to understand that improper lighting can ruin the video quality. To fix it, set your meeting destination close to a window. Natural lighting can enhance your overall video quality. On the other hand, you can also invest in a ring light. This type of light enhances the prevailing lighting conditions of the room and improves the video quality.
Look into the Camera While Talking
This is an essential Zoom Meeting etiquette that you need to keep in mind while conducting Zoom meetings. Most of the people look at themselves on the screen during the session. If you do so, then your participants will think that your attention is somewhere else. Instead of that, you have to make direct eye contact with the participants, and the best way to do it is to look at the camera rather than the screen or somewhere else.
If you do this simple thing, you will create such an environment where all the attendees will feel engaged with you. Following this simple Zoom etiquette will help you to enhance the overall meeting experience of the attendees.
Meeting vs. Webinar
Zoom offers two different options to its users – meetings and webinars. Meetings are ideally designed to conduct a collaborative event where every participant will be able to share audio, video, and screen. On the other hand, only the host can share their video or audio when it comes to webinars.
It is fair to conclude that meetings are a collaborative session, but a webinar is a view-only session for the attendees. These are the two options that Zoom gives its users. According to your preference, you can pick any of them and start the event.
These are some of the most useful tips you need to keep in mind while conducting a Zoom meeting or webinar. These six rules help you to complete the entire session like a pro.