5. Mind your camera, as well as your mic and your audio monitor.

• Choose the right camera for your needs. If you plan to edit a video from a Zoom meeting and you’re keen on video quality, you’re better off using a digital camera, or at least your mobile phone, as an external camera instead of what the computer offers by default. High-resolution footage for Zoom recordings requires a camera that can output in HD. If you need to be mobile during the meeting, choose your mobile phone over your computer by utilizing the Zoom app. Moreover, you can set up multiple cameras if you have the right hardware and software requirements for your meeting or webinar.
• Choose the right audio equipment for your needs. People have different preferences in audio requirements: some want a very conspicuous mic-and-headphone set-up like those in podcasts and audio-recording studios; some would opt to use Bluetooth earpods that are almost if not totally invisible during Zoom meetings; and other not so demanding users may be well content on simply using wired earphones. For any of these audio-recording options, know how they basically record sound.
• Always secure your webcam or external camera and microphone. If need be, use a suitable tripod or stand to keep your equipment stable. If using a phone, you may opt to hold your phone while in a Zoom meeting, but it is generally better to use a means to secure it ahead by using a phone stand, tripod, or other resourceful means (a DIY set up is relatively easy to do).
• When you haven’t used Zoom for quite some time or you keep changing equipment in between your meetings, it is best to always test your video and audio equipment ahead. This is very important, especially if you’re hosting a meeting, you’re holding a webinar and/or you’re often switching to different cameras, microphones, and speakers in between Zoom meetings. The Zoom settings provide a variety of good options to suit your needs.
• Make sure all your equipment are fully charged or have the required charging station/s within reach before a Zoom call. If using a laptop or mobile phone, or when using external camera/s, microphone, or speaker/s, headset/earphone/earbud, make sure you have enough battery to last the meeting or have a charging station on stand by.
• Know the basics of videography. Your camera is generally expected to be at the same place for the entire Zoom meeting, but this doesn’t give you an excuse to look horrible, strange, or boring. In general, the best way to simulate the F2F interaction is to set up your camera to shoot you at eye level. Often times, this may mean putting your laptop or phone a bit higher than usual. Take note that an extreme camera angle would make some sort of distortion significantly affecting how you look on screen. Moreover, your position on frame and your distance to your camera has an effect on how people see you on their screens. This also affects how much of your background can be seen by others. With regards to lighting, it is always best to have a soft lighting source. You can use the popular ring lights, but make sure they are at the right distance and brightness, and in some cases, you may need to diffuse or bounce the light or use a reflector or lightbox for a well-lit shot of your face. Setting up the meeting near a natural light source (example, by the window) or a practical light source (example, by a study table and a reading lamp) is often a good call, unless your camera couldn’t handle the big difference between the darkest and lightest parts of the shot (in which case, either your face becomes too dark or washed out). If using extra lighting sources, whether using pro lights or DIY lights, take note of the heat they can produce inside a room. Good ventilation and/or access to fan/s and/or air-conditioner should be a priority.
• Know the basics of audio recording and room acoustics. Don’t use two Zoom sessions at the same time (say, one on the laptop and one on the mobile phone) because this creates that annoyingly loud feedback similar to the noise produced when a microphone gets too near a speaker. Take note that the mics in both wired and wireless earphones and headsets are designed to work without the extra effort of putting the mic nearer your lips when speaking. Doing so is actually a disservice because it adds noise from your breath and the overall quality of the audio can turn out too loud. They are called hands-free for a reason. Noticeably, a good number of people would put their lips too near their mics (like holding on to their wired earphone’s mic and placing it too near their lips) and this is a big no-no. As mentioned, this produces harsh audio and airy noise due to exhaled air from speaking. Also, planning where exactly to situate yourself during the meeting is important for better acoustics. DIY sound proofing to improve room acoustics and not necessarily to totally isolate external sound like in a professional audio production house can be enough in most cases.

6. Set the ground rules.

It is best to include your ground rules in your Zoom invite to the meeting. You may also have a short version that can be posted via the “Share Screen” feature during the start of the meeting to serve as reminders to the participants.

These are what I generally follow and I just adjust depending on the needs of a particular meeting:

• It is best to come between 1 to 5 minutes before the scheduled meeting. Being late should be frowned upon.
• Always mute your mic unless you will speak. This clearly avoids interrupting the meeting with certain uncontrollable noise at home (unless you’re inside a sound-proof room) such as barking dog, motorcycle passing by, alarming smoke detector, or crying baby.
• While in the middle of a meeting and someone else is speaking, your first choice is to use the chat option for inquiries/clarifications/questions. If urgent, you may turn on your mic and ask for time to raise your concern.
• To put more “humanity” to the meeting, it would be good to always have your camera turned on. This way, participants see people’s faces like in a F2F meeting. So, unless there is a privacy concern, it is best to keep your camera on. However, there are also other cases when turning off the camera would be a better option due to certain limitations. For instance, if you don’t have a stable Internet connection or you’re using limited mobile data, you may turn off your video if this can help minimize bandwidth use and avoid getting disconnected.
• If you get disconnected and the host couldn’t readily let you come in because of being in the middle of a discussion, it may be wise to seek the help of a co-participant. In such case, a participant can use the chat button or eventually unmute the mic to inform the host about it — unless the rule is set that no one will be admitted late, regardless of reason.
• Temporarily turning off the camera when quickly attending to something urgent such as going to the washroom is generally acceptable. However, if leaving for quite some time, it is best to leave a note, perhaps via “Chat,” so people know about it and they won’t assume you irresponsibly left while in the middle of the meeting.
• Practice proper online behavior. As a general guide, participants in a Zoom meeting should give everyone the opportunity to join in the discussion and promote positive exchanges of insights and opinions. Moreover, people should respect diversity by recognizing the differences in opinions and ideas. You can comment, question, or critique an idea, but keep a respectful tone, especially when engaged in discussions in a professional setting.
• Practice mindfulness and open-mindedness in your spoken and written language. Think before you speak; think and edit before you post.

7. Always be mindful of people’s privacy, including yours.

• Respect data privacy. If you feel like recording or documenting any part of a meeting in photo or video, always ask permission from all the participants. In Zoom, only the host can officially record the meeting and all participants are readily informed of a recording through that “Recording” icon found at the Zoom interface. However, technology easily allows the possibility of recording anything on a computer or mobile screen even without people’s permission. Whether the documentation is full or partial, photo or video, such acts that don’t seek people’s permission are unethical and they invade people’s privacy. In the worst case scenario, this can even result to facing legal actions.
• Be considerate of others. A WFH set up means certain people have to contend with toddlers and pets who may not necessarily understand the very idea of working while at home. Not everyone have other people to take care of children or pets while doing a Zoom call. In such case, choose the best location for minimal privacy concerns. If your actual background remains a problem, using a virtual background may be your best bet. If you’re the one noticing other people having to face such concerns, please be patient and consider helping out somehow. Perhaps, you can give the assurance that it is okay and maybe it is best to temporarily turn off the camera and mic while they attend to the situation.