​Web-based meetings policy

Posted on 09 December 2020
Kirsten Manthey


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.


This policy applies to all New Media Labs Services (Pty) Ltd, hereinafter referred to as "the Company," employees.


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

Participant Responsibilities

General Etiquette

Reducing Distractions

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.

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