Web-based meetings policy
Purpose
Due to changes in the way NML employees work as a result of the COVID-19 pandemic, web-based meetings have become common practice for teams to communicate on important matters. Hence the Company sees the need for a policy to stipulate best practices for conducting and attending or participating in web-based meetings.
Application
This policy applies to all New Media Labs Services (Pty) Ltd, hereinafter referred to as "the Company," employees.
Definitions
| Agenda | A list of meeting activities in the order in which they will be addressed during the meeting |
|---|---|
| Host | The person who has scheduled the meeting, or has requested the meeting to be scheduled, and who has control over the functions and features of the meeting |
| Meeting request | The email containing the date, time, meeting topic, meeting ID, meeting password and dial in phone number, that is sent to participants |
| Participant | The participant or attendee is the person who has been requested by the Host to attend the meeting due to the role they fulfill within the Company |
| Sensitive information | Data and information that must be protected from being accessed by unauthorised parties |
| Tools and equipment | Headset, computer or phone and web conferencing technology to be used for the meeting |
| Web conferencing technology | An online service through which you can hold a live meeting, presentation or training session via the internet. Participants can connect either by phone or via their computer. Examples include, but are not limited to, Zoom, Microsoft Teams, Google Hangouts. |
Preparing for the Meeting
Preparation by both the host and attendees is important to ensure a smooth, productive and successful meeting.
Host Responsibilities
- Send meeting request in a timely manner, giving attendees sufficient time to accept and prepare for the meeting
- Provide an agenda where possible or alternatively a summary of what is expected to be achieved during the meeting. Inform participants of any decisions that will have to be made during the meeting.
- Where participants will be expected to review reading material and provide feedback, ensure to send the relevant reading material to the participants in advance, advising them of what is expected.
- Test tools and equipment which will be used to conduct the meeting prior to the scheduled meeting
Participant Responsibilities
- Accept a meeting invitation as soon as possible
- If you are unable to attend, decline the invitation as soon as possible and provide a reason for your absence. If you are the only attendee, then it is your responsibility to suggest an alternative date and time that will suit you.
- Familiarise yourself with the meeting agenda and/or meeting expectations prior to the commencement of the scheduled meeting
- Read any material that was sent to you prior to the meeting to ensure you are fully prepared to participate once the meeting commences
- Test tools and equipment which will be used to conduct the meeting prior to the scheduled meeting
General Etiquette
- Have an appropriate photo and user name – at some point, you will be communicating with someone you report to, and you might have to communicate with a client. Employee actions and omissions reflect on the Company.
- Be on time, every time
- Introduce yourself in the chat panel when entering the meeting
- Use your camera
- Make eye contact by looking into the camera
- Speak clearly
- Mute your microphone when it is not your turn to speak
- Don't interrupt others while they are busy talking
- Try to keep hand gestures to a minimum
- NB - Remain engaged and present during your meeting regardless of your verbal contribution, please do not use this time to do household chores, and please do not continue to work in the background. There is a reason you have been added to the meeting, and if you feel you are not required then please decline and give a valid reason to the organiser.
Reducing Distractions
- Dress appropriately, like you would for the office or a client meeting
- Choose a quiet location to conduct the meeting
- Put your phone on silent and close any unnecessary tabs that can send notifications
- Be aware of your background, keeping in mind what others will see, therefore avoid a messy bedroom
- Put pets and children in another room
- Do not use the keyboard, unless you have a high-quality headset, as the sound it makes may be bothersome and can look like the meeting does not have your full attention
- Do not eat during a meeting
- Stay seated for the duration of the meeting. If you need to go to the bathroom, excuse yourself, as you would during a face-to-face meeting – do not take your laptop or phone with you to the bathroom
Protect Sensitive Information
The items discussed during a meeting should stay within the group of attendees. Meetings may not be recorded, except with the prior written consent of the Company which will not be withheld unreasonably.
If you need to share your screen with participants, ensure that only intended content is seen by the relevant parties. Close unnecessary tabs from your browser and any apps that you won't need during the meeting. For extra control of what participants see during your presentation, choose the option to screen share only one screen or one app (i.e. only a Powerpoint presentation) instead of your full desktop.