ZOOM BEST PRACTICES: Professional Tips for WFH Meetings
IT Support in Seattle

Before we knew anything about COVID-19, the shift from offices to working from home was already a prevalent discussion. But the Coronavirus pandemic has sped up the process, and many employers and employees find themselves avoiding the office and working remote, in some cases, exclusively.

RECORD YOUR ZOOM

Recording your Zoom meetings brings many benefits for your company. From being able to go back and review what was discussed to being able to share with people who were not available at the time, there are many reasons why having a recording of your Zoom meeting just makes sense.

If you are the host of the meeting, the option to record is right in the

For more instructions on customizing your recording (even one for potentially recording without the host), check out THIS ARTICLE from Zoom support.

(REMEMBER: If you are recording your Zoom, make sure to let participants know they are being recorded.)

ZOOM ETIQUETTE

Test your video and audio before the call

On the list of things that will quickly derail your meeting from the onset, non-working video and/or audio ranks high on the list. If the tone of the meeting is set right off the bat with fumbling around to see if other participants can see or hear you, you immediately lose credibility.

Luckily for all of us, Zoom thought this through and gave us the ability to test. Obviously, when you turn on your camera, you will see if your video is working, but you can (and should) also use the Audio Test before your meeting starts as well.

Full Audio Test Instructions Here

Use headphones with microphone

Obviously, non-working audio is the worst, but bad audio is also not ideal. If your audio is “working” but it is breaking up or bad quality the whole time, it really diminishes the message you are trying to convey.

If you have headphones with a microphone that spans in front of your mouth, that is ideal, but most headphones these days come with a built-in microphone.

The advantage of using headphones is that it brings the microphone closer to your mouth and moves with your head to pick up your voice more clearly than using the microphone that is built into your computer.

Mute your microphone when not talking

There are a few benefits to muting your mic when you are not talking:

First, you avoid unwanted background noise coming through. If you have kids or pets who have trouble respecting your meeting schedule, this is a great way to make sure that life’s noises don’t interfere with your meeting.

Second, Zoom tries to help keep your meetings clear by showing the video of the speaker. The downside here is even accidental noise will cause the video feed to jump off of the presenter and over to the unmuted participant. If everyone mutes their microphone and only unmutes when it is their turn to talk, it makes the flow of the discussion much easier for everyone to follow.

You can mute your microphone using the button in the bottom-left of your meeting screen:

You also have the option to keep yourself muted at all times and only unmute when you press the spacebar to talk.

Instruction for Press To Talk here

USING BACKGROUNDS

Backgrounds are certainly not necessary for a successful meeting, but they can be helpful and/or fun.

Many people working from home do not have a separate “workspace”, nor do they have time to ensure that their bedroom-turned-office is perfectly clean before every meeting. If you don’t want people to see your true backdrop, you can set a background to hide any unwanted items.

Even if the background is not necessary, it can be a fun way to show your personality in a meeting with a faux location or a fun wallpaper.

You can set a background during your meeting from the toolbar at the bottom of your screen:

Full Background Instructions Here

ADDITIONAL IN-MEETING TOOLS AND FEATURES

Here are a few more tools and features that you have at your disposal to make your meetings more efficient and productive:

Team Annotation – if you need to work collaboratively on a project, you can share an image or a whiteboard and your team has the ability to annotate directly within Zoom. A great way to work together from afar.

  • HOST: In the Zoom web portal (not the desktop app) go to Account Management > Account Settings > Meeting (tab) > Meeting (Basic).
  • PARTICIPANT: Go to your toolbar > View Option > Annotate.
  • (The host also has the ability to enable or disable annotating for all participants.)

Team Annotation Instructions

Zoom Poll – need to gather info from the participants in your meeting? Use the poll feature to receive real-time feedback and information during your Zoom meeting.

Zoom Poll Instructions