Rules to Better Remote Meetings

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  1. Do you provide at least two days’ notice for people in other time zones?

    Ideally, giving people more than 1 weeks’ notice gives people enough time to adjust their schedule, and keep their clients informed about their availability.​
  2. Do you ensure speakers use a microphone?

    ​It’s sometimes quite hard to hear who is speaking. Usually the person leading the meeting is audible because they’ll using be a mic, but if others want to talk, they should come up next to the presenter and speak – this is important so people who are attending the meeting remotely can hear what is happening.

    It’s worse when there are multiple conversations going on – let one person speak at a time, and make sure they’re close to the mic. No side conversations!​
  3. Do you give remote attendees the URL to shared videos?

    If the presenter wants to show a video, they should give remote attendees the URL to the video prior to playing. Video never plays well over a shared screen. ​
  4. Do you keep a chat window open at the side of the screen at all times?

    It's important that the remote attendees are included, and because they can't see the other attendees, and audio quality is not ideal, text is much better for short comments and replies.​

  5. Do you send out an email summary after each meeting?

    After a meeting, you should summarise the main issues and decisions of the meeting. The level of detail in the communication should suit the type of meeting, but should at least include a bullet point list of agenda items or any announcements made at the meeting. This can also serve as a reference for those who did attend the meeting.​