Zoom Meeting Best Practices

Join the Meeting Early

Joining at least 2-3 minutes before the scheduled start time. This allows you to: 

• Confirm your audio and video are functioning properly.
• Adjust your background or lighting before entering.
• Troubleshoot any unexpected connection issues.

Joining early helps meetings start on time and reduces delays.

Turn On Your Video When Possible

Using video increases engagement and helps build connection. When speaking, try to look at the camera so others feel you’re addressing them directly.

• If you need to step away, turn your video off and mute your microphone, then turn video back on when you return.
• Keep your camera at eye level for a more natural conversation.

Mute Your Microphone When Not Speaking

• In group meetings, keep your microphone muted when you’re not talking to reduce background noise.
• Avoid typing or shuffling papers with the microphone unmuted.
• In one-on-one meetings, it is usually best to stay unmuted for natural conversation.

Pay Attention to Body Language and Dress

• Dress appropriately for a professional environment.
• Sit upright and minimize distracting movements while on camera.
• When possible, position yourself in a well-lit area, ideally with light facing you rather than behind you.

Ensure Your Background is Professional

• Choose a neat, neutral space or use a university-provided virtual background.
• Avoid distracting items, clutter, or confidential materials in view.
• Be aware that even virtual backgrounds require good lighting to look natural. Consider downloading a university provided background screen.

Limit Distractions and Avoid Multitasking

Being fully present helps you:

• Retain more information.
• Participate more effectively.
• Show respect for others in the meeting.

Consider closing your email, silencing notifications and putting your phone on do-not-disturb during meetings.

Eating During Meetings

Avoid eating on camera whenever possible. If you must eat due to scheduling or medical reasons, notify the meeting organizer and briefly turn off your video.

Recording the Meeting

Decide whether to record based on the meeting’s purpose:

• Recordings can help those who cannot attend.
• Participants may speak more freely when not recorded.

Always clearly inform participants if the meeting will be recorded.

Use the Chat or Raise Hand Features

• The chat feature works well for asking questions or sharing links without interrupting.
• For larger meetings, using the Raise Hand tool helps manage who speaks next.
• Hosts should monitor chat or assign a co-host to assist.

Additional Tips

• Use a wired connection or stay close to your Wi-Fi source for better stability.
• Plug in your laptop—low battery modes can reduce video performance.
• Test your audio setup ahead of time or as you are joining every meeting. You never know when a zoom client upgrade might have accidentally reverted your settings to their default. 
• Start with quick introductions if participants do not know one other.
• Use a written agenda to keep the meeting focused.
• Take notes and share them when appropriate (Google Calendar notes or shared docs work well).
• End by reviewing action items, assigning responsibilities, and confirming next steps.

• Login several minutes early to allow participants to enter the meeting.
• Test screen sharing, audio, video, and any tools you plan to use (polls, breakout rooms, etc.).
• Open relevant files, websites, or slides before the meeting begins.
• When screen sharing, scroll and navigate slowly so participants can follow along.
• Consider assigning a co-host to help monitor chat, waiting room, or technical issues.
• If presenting dense material, consider distributing slides before or after the session so participants aren’t pressured to capture everything live.