Zoom: Best Practices in a Meeting (One-Page Guide)
This guide will help your guests and you get the most out of your Zoom meeting experience.
Prepare for the meeting
1. Set up your equipment
- Download the Zoom desktop app and encourage guests to do the same
- Decide whether you will use one monitor or two monitors
- Get a headset and microphone if you have them, to reduce background noise
- Test your audio and video
- Review how to share your screen
- Close unnecessary tabs in your browser and turn off notifications such as Email or messaging
2. Look your best
- Lighting should come from in front of you or from the side, in order to best light your face
- Keep your background clear of distractions
- Look at your webcam, not at the screen
- Use gestures and mannerisms that you would typically use in person
1. Make sure everyone can hear you
- Use a microphone when you speak.
- Identify yourself to meeting attendees - say your name the first time you begin speaking.
- Make sure the microphone is on and close enough to pick up your voice, no matter what location you are in.
- When screensharing, if you are referring to something on the screen, describe where your cursor is going or what it is that you are referring to.
- Avoid saying "here" or "this" when describing something. Instead, try using more descriptive language: "Notice the box labeled 'sign in' in the upper-left corner of the home page." or "When reviewing the spreadsheet, in column H, row 34..."
- Identifying what is happening on the screen increases access for everyone attending the meeting.
2. Help everyone focus
- Don't have side conversations.
- If you aren't talking, mute or turn off your microphone.
- Avoid noisy activities like typing while your microphone is on.
3. Reduce Distractions
- Sit or stand somewhere with a neutral background (or use a virtual background).
- Make sure your camera is on a steady surface to prevent shaking
- Turn off your camera if you need to take care of business outside of the meeting (ex. someone in-person needs your attention). Turn the camera back on when you are present in the meeting again.
If you are the host
- Secure your Zoom meetings to prevent unwanted guests
- Review your host controls and meeting settings ahead of time
- Turn on Automatic Transcriptioning.
- Participants can turn subtitles on or off and review the transcript of the meeting.
- Share housekeeping details with attendees
- Remind them to mute their mics when others are presenting or speaking
- Let them know how they can get your attention during the meeting
- Will you be checking the chat window?
- Should they unmute themselves to speak up?
- Start the recording (or set up automatic recordings)
- Troubleshoot audio problems if they arise
- Check the University's Zoom self-help guides
- Visit Zoom's online Help Center
- Contact Technology Help or email [email protected] .