A Guide to Zoom Meeting Best Practice

In these times of social distancing, we have all become familiar with video calls in some capacity. Whether we have been using FaceTime to connect with friends and family or Zoom to conduct business meetings and medical appointments, we have all had to adjust to communicating via a screen.

With this adjustment, comes a new set of precautions, etiquette and best practice. The video conferencing tool Zoom, which has been widely adopted by businesses during lockdown, has provided its own set of guidelines which can be found here.* However, we have pulled out some of the most pertinent points for you here in a handy guide.

How to schedule and join a meeting

There are several ways to schedule a Zoom meeting, which can be found in this useful video* made by Zoom. Usually, if you are having a business meeting, the business will schedule the call and send you the link and possibly a password to access it.

Make sure your meeting is private

Privacy is incredibly important on Zoom calls, especially if the matters being discussed are sensitive or relating to finance. Unless you set a password, anyone with a link to your meeting can access it.

Top tips:

  • Make sure to only distribute your Zoom meeting link to those attending your meeting
  • For extra security, set a password for your meeting and share that with attendees only
  • If someone receives a link that is not protected with a password, they can share or post inappropriate or offensive material (an act known as “zoombombing”)

Screen sharing

Zoom has a feature that allows participants to share their computer screen so that other people on the call can see any documents or web pages they wish to share. To do this, simply click the button at the bottom of the screen shown in the image below.

Managing participants

There are many features for managing participants on Zoom calls:

  • Lock the meeting – locking a Zoom meeting that is in progress prevents new participants from joining, even if they have the meeting ID and password (if you have required one). In the meeting, click Participants at the bottom of the window, then click the Lock Meeting button in the pop-up window
  • Put people on hold – you can put everyone else on hold, and the attendees’ video and audio connections will be disabled momentarily. Click on someone’s video thumbnail and select Start Attendee On Hold to activate this feature. Click Take Off Hold in the Participants list when you’re ready to resume the meeting
  • Disable video – as a meeting host, you can turn off someone’s video
  • Mute participants – you can mute/unmute individual participants or all participants at once. To mute everyone, click Manage Participants and select Mute All

Tips for when you’re in a meeting

  • Mute your microphone – to help keep background noise to a minimum, make sure you mute your microphone when you are not speaking
  • Be mindful of background noise – when your microphone isn’t muted, be careful of making noise
  • Position your camera properly – if you choose to use a web camera, be sure it is in a stable position and focused at eye level. You may also want to choose a background
  • Don’t multitask – try to focus on the call and not on other windows open on your device
  • Limit distractions – you can make it easier to focus on the meeting by turning off notifications
  • Prepare materials in advance – if you’re sharing content during the meeting, make sure you have the files and/or links ready to go beforehand
  • Check your internet connection – make sure your internet connection is stable and strong as video or sound can cut out when the connection is weak

If you would like to talk to a member of the team here at gpfm, please don’t hesitate to get in touch over email enquiries@gpfm.co.uk or call 01992500261.

This article is for information only and must not be considered as financial advice. We always recommend that you seek independent financial advice before making any financial decisions. Investments can go down as well as up and you may get back less than you invested.

*Please be advised by clicking this link you are leaving the gpfm financial planners page

About gpfm

gpfm are an independent financial planning company dedicated to the provision of personal, professional, and objective-driven advice for our clients. We have been awarded the Chartered Financial Planners title by the Chartered Insurance Institute for offering high quality, independent and informed advice that meets the needs of our clients.