Committee Meeting Zoom Best Practices

How To Join a Meeting

Step 1: Visit Zoom: Video Conferencing, Web Conferencing, Webinars, Screen Sharing

• If you are using a mobile device, you will need to download the app and register an account. Next, verify your account by following the instructions in the email sent from Zoom.
• If you are using a laptop/desktop, you still have the option to create an account; however, it is not required.

Step 2: On the Zoom homepage, click on “Join A Meeting” and enter the meeting ID or click on the link provided to you by the association staff

Step 3: You will be asked to continue using either Computer or Device Audio. You may select your preferred audio method

Tips and Meeting Etiquette

• Join early (if you have issues, those can be worked out prior to the beginning of the meeting).
• Test equipment before the meeting begins (example: camera, speakers, microphone, etc.)
• Mute your speaker (either phone or computer) when not in use. This eliminates any background noises, feedback, etc.
• When joining the meeting, please enter your name in the chat box. This will serve as a backup record of your participation and can be downloaded after the meeting.
• Additionally, ensure that your name is correctly displayed on your screen to receive proper attendance credit.
• If you are in an office setting, be sure to close your door so that both you and other meeting attendees can avoid distractions and unwanted background sounds.
• Use the Gallery View option to see everyone participating in the call.
• If the presenter is using the Screen Share option, and you have a second monitor, then use both to your advantage with one displaying the presentation and the other displaying the participants.
• Be sure to properly position your camera, preferably focused at eye level.
• Be aware of your surroundings in view of the camera (example: stacks of paper on the desk).
• To further eliminate distractions, turn off phone notifications and/or close any running apps and windows.
• Members are encouraged to avoid displaying their company logo on signage or Zoom background during ARA meetings. An exception for this policy is the Chili Cook Off.
• The recording of meetings is restricted to only the staff liaison, as long as participants in the meeting have received notification prior to the start of the meeting.

Meetings with Action Required

• As with any meeting, the Chair will determine how any motion can be approved and these will be the options: 1) by voice, 2) by raised hands, or 3) in writing via the Chat screen.