Protocol for Online meetings
Over the past few weeks, I have noticed that the standard of behaviour and attention at on-line meetings has deteriorated. I would like to remind you that to knit, sew, send texts etc is no more acceptable during an on-line meeting that it is when meeting face to face. It indicates a lack of interest and willingness to participate. So, after consultation with others who chair meetings, I have prepared the following guidelines:
- Meetings online should be approached with the same level of preparation as if the meeting was in person and the minutes of the previous meeting, the agenda and any relevant documents should be read.
- Arrive on time! If unable to attend, try to send your apologies to the host/chair of meeting in good time.
- If circumstances mean that you have to arrive late, arrive quietly and say nothing until invited to speak. Try to establish the point the meeting has reached and do not expect items to be repeated just for your benefit. Catch up with the Chair of the meeting afterwards.
- Make sure your microphone is muted until you wish to speak. Indicate that you wish to speak by raising a virtual hand or waving.
- Sit so that your picture on the screen is clear and does not suffer from glare.
- Set your camera position to ensure your screen image does not cut off the top of your head or the lower part of your face. Also, that it does not show in close up any particular facial feature.
- If you briefly have to leave the meeting, do so quietly and please leave your camera on
- If chairing a meeting, ask a deputy to monitor the people wishing to speak – it is almost impossible to do this as Chair without losing concentration