An article by Richard James Rogers (Award-Winning Author of The Quick Guide to Classroom Management and The Power of Praise: Empowering Students Through Positive Feedback). This blog post has been beautifully illustrated by Pop Sutthiya Lertyongphati.
Accompanying podcast episode:
Even as far back as 2020, during the height of the pandemic, research was being conducted on the effectiveness of video conferencing in education, and some such research concluded that online meetings would remain popular long-after the pandemic was over. My personal experiences have certainly mirrored these predictions – tutoring has moved mostly online, online meetings are still being used by many schools for parent-teacher conferences and schools still find that an online meeting is the most convenient way to bring everyone together efficiently, even if everyone is in the same building! Some schools are still using online meetings for assemblies too – an efficient approach as all of the students can remain in their classrooms and simply ‘enjoy the show’ on the classroom smart board or projector.
The corporate world has likewise seen a dramatic shift towards online conferencing, and as a part of a recent Powerful Public Speaker Workshop I delivered to a team of insurance professionals here in Bangkok, I was asked to speak about the rules/etiquette people should follow for online meetings. The following seven rules are the result of my deliberations, and if you wish to download and use the slides I delivered to this corporate client, then you can find it linked as a pdf file at the end of this blog post. Please note that I have put a ‘teaching spin’ on each of the following rules to make them as relevant as possible to educators (which you will not find in the pdf file).
An overview
I was thinking about putting this summary at the end, but I think it’s relevant here. When it comes to ALL online meetings, remember the acronym MEET UP R:
Rule #1: Know your platform
Are using Google Meets? Maybe it’s the dreaded Cisco Webex (dreaded because I have such little experience with this platform). Perhaps it’s Zoom? Maybe you’re using Microsoft Teams for the first time?
Whatever platform it is that you’ll be required to use, the first Golden Rule is that you become familiar with the software. Spend at least 15 minutes before the meeting starts just getting used to the controls and settings, if you’re a newbie. Also, if you haven’t used a platform in over a month, then carry out the due diligence of checking its functionality first – it may well have changed since you last used it!
Rule #2: Be there early!
The reasons for the inclusion of this rule are not so obvious upon first inspection. Here’s why you need to try logging-in early:
- Unexpected system updates can slow down your start (this has happened to me multiple times over the last several years)
- WIFI may take time to set up. Don’t assume that that you’ll always be able to get online in the same way every time, using the same WIFI (especially if it’s public WIFI, such as that you would find in a coffee shop). Again – updates to systems and protocols do happen!
- Bluetooth (e.g. For mics and headphones) may take time to set up (and setup protocols can change after system updates)
- You may need an alternative device if there’s a technical problem (e.g. a smartphone connected to a 4 or 5G network)
Familiarity can often be the enemy of online meeting etiquette. On many occasions I have, for example, turned up at the same coffee shop multiple times in a row to use the same WIFI, only to find that the login procedure has changed. This unexpected hurdle clearly slows down my login time.
Getting to your online meeting destination early, and attempting to log-in early, allows you time to fix any issues that may come up.
Rule 3: Switch on your camera
The visual element of meetings is important. When you show yourself to the online audience via the camera, there’s no doubt in anyone’s mind that you are present and attentive. Those who leave their cameras switched off do, unfortunately, arouse suspicion. If you absolutely must leave you camera switched off (e.g. so as to reduce your network traffic and allow for an audible meeting), then at least tell the host in advance (if you can).
If you are the meeting host, then don’t be afraid to ask people to switch on their cameras too – facial expressions, nods, mannerisms and other visual information forms part of the effective communication ‘dance’ that must play out in an online meeting.
Rule 4: Mute your microphone when you are not speaking
Background noise can interfere with the meeting (especially via sensitive tech, like expensive earphones). Also, experiment with different mics (e.g. wired or wireless – which microphones provide clearer sound to your audience?).
Last year I purchased a very expensive set of AirPods Pro for use in online tutoring meetings. They’re beautiful – but not every student I teach likes them. They are so sensitive to background noise, that in some locations in which I am sitting the students find that they cannot hear me clearly, and I have to use wired earphones/mics (even when I turn on noise reduction).
It’s good practice to have at least three modes of voice input to your online meeting available, if possible:
- The computer’s built-in microphone and speaker system (probably not the best if you’re in a public setting)
- Wired earphones with integrated microphone (if you have an earphone jack on your PC)
- Bluetooth headset/earphones
Having three systems, such as these, will enable you to join the meeting and communicate even if one system fails (and this, again, has happened to me multiple times!).
Rule 5: Raise your hand if you want to say something
This can be done visually (on camera), or through a hand-raise tool. Raising your hand on camera is usually better for smaller meets.
Rule 6: Watch the chat window!
Requests and questions may come up at any time, so make sure you keep your eyes on the video conferencing software’s integrated chat feature window (and make sure you know where it is located too). At the very least, whether you are the meeting host or not, check the chat window before going for a break or leaving/closing the meeting – there could be some vital information in there!
The chat window can also be a good place to receive/ask questions and to leave contact information (e.g. if you are meeting with outside stakeholders, such as parents, teacher-training providers or ECA services).
Rule 7: Leave at the appropriate time, and in the appropriate way
- If you need to leave early, then let the host know in-advance.
- You can slip out unnoticed, but please leave a message in the chat window to say goodbye to the participants.
- Respect people’s time, just as you would in a physical meeting (e.g. try not to make the meeting too long)
My slides (feel free to download):
Recommended further reading
Check out the following blog posts for more content related to the topic of online meetings:
Hybrid Teaching Apps, Ideas and Strategies – Richard James Rogers
Cognitive Challenges of Language Learners in the Digital Age – Richard James Rogers
Online Learning: A Risk-Assessment List for Teachers – Richard James Rogers
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