Since a Zoom videoconference can be considered the same as a face-to-face meeting, you should conduct yourself the same way you would if you were all present in the same room. Here are some useful tips to help ensure that your meeting goes smoothly:

  • Join in early — up to 5 minutes before your meeting’s scheduled start time
  • If you have not used Zoom previously, download Zoom prior to the day of the meeting and familiarise yourself with any features you may need to use on the day  for example, mute/unmute microphone, stop/start video, screenshare, etc.
  • Keep your video on unless you are experiencing connection issues. Contact AskOtago if you have any connection issues
  • Find a quiet space without interruptions or a lot of background noise before connecting
  • Sit in front of a plain background, for example a white wall, and avoid backlight from bright windows
  • Keep good lighting on your face so you can be seen clearly
  • Adjust your camera so that it is at eye level if possible. Especially take note of the angle of your laptop screen if you are using its built-in camera

Good setup for using Zoom

Good lighting, good angle, plain background

Poor setup for using Zoom

Poor lighting, backlit by window, busy background

  • Remember to mute your microphone when you are not talking
  • Try to avoid talking over or at the same time as other participants
  • Be aware that you are on camera and try to avoid doing other tasks, for example, checking emails, looking at your phone, etc.

Using Zoom on a mobile device

If you are using Zoom on your mobile device, please follow the tips below to ensure a successful experience:

  • Only join your meeting when you are in a safe location
  • Try and position yourself somewhere with little or no distractions in the background of your camera shot
  • Use headphones and use the mute function frequently
  • Have video on when possible so other meeting attendees know you are there
  • Ideally stay stationary during your meeting – moving video uses more bandwidth which can potentially affect your connection and is also uncomfortable for others to watch
  • Prop your device up or use a stand to get a good camera angle and keep the image stable
  • Use the safe driving mode if you have to drive during your meeting (and no video on)

Contact AskOtago if you have any questions about holding a Zoom videoconference:

Tel +64 3 479 7000 or 0800 80 80 98

Last updated 20/09/2021 04.16 PM

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