Now that we're all about to be "Zooming," or teleconferencing via other video chat platforms more than ever before, here are some best practices for running a smooth meeting and putting your best face forward. 

Do you have dirty laundry strewn across your bed and is it in your screen? Are you sitting at your desk with your open closet door in your screen and the hot mess that lies therein visible to everyone on your video? Check your frame to make sure that you are showing only what you want to show and what is going to represent you well. 

If you are using video and the audio quality is poor (e.g. the sound is stuttered), turn off the video and the sound usually improves. If it does not, you might have to switch your meeting to audio only.

Should you keep Zoom on mute while hosting a group? That depends on how many people you are hosting and the tendencies of the people who are on the call. If Joe is running a fan in the background, everything might hear that seemingly small noise as if it's a jet engine. If Jane is constantly sneezing or coughing, that may interrupt the flow of the call. 

The Zoom host has ability to mute you from the Zoom session. In the lower left-hand corner of the screen is a microphone; if it has a line through it, you're muted. You just click on the mike and you are not muted. Many PCs (and mobile devices) also let you mute yourself. Just double-check when Zoom comes up so you're aware. If you keep Zoom on mute, it means that should you need to remember to unmute yourself before you speak.

If you or your meeting participants leave your messenger or other chat app on and open when you are videoconferencing, your time will be interrupted by a bunch of "dings." Exit out of messenger and chat apps before starting or joining a meeting. If you’re on a Mac “do not disturb” mode can silence notifications. 

Speaking volume is important. If you are not using a headset or other listening device, what we've found to be the right level of volume is to imagine the person you are talking to as far away from you if you have your arms out and they do as well. The need to project as you might do in front of a classroom isn't necessary on Zoom (or any teleconferencing system). Most folks using headsets modulate the volume automatically as they hear their voice from the headset, and adjust.

Regarding headsets: AirPods are OK but It’s best to use a headset with a microphone, such as a small boom or built in mic near the mouth. Corded headsets that can flop around are not as ideal, as other people will hear it crinkle and scratch against your clothes every time you move.

Notify your attendees ahead of time that they'll be prompted to download Zoom the first time they click through a Zoom invite link. Give instructions clearly and slowly. Be explicit about what people should be doing with the technology, and let them know what should happen, and what they should see on their screens.

The host or presenter can use “Gallery view” to see everyone and call on participants with physical hand raises if desired. If you prefer that people ask questions over the chat function, let your attendees know. 

Break out rooms are great for when you have a group of people but then need smaller conversations, such as group projects and 1-on-1 meetings that need to be separate from the larger group. Breakout rooms have several set up options that can make things easier for participants, e.g., automatically sending participants to specific rooms so that they don’t have to click around looking for where to go.

If you're sharing your screen, please note that you have the option to share just one application or your entire screen with each and every tab (and every associated pop up that may come with it). Only share what you intend to share, and downsize or click out of screens that are not relevant to your meeting.

This seems obvious, but many people have reported to me that this has been an issue in their video conferencing. You don't have to wear a suit and tie, but at a minimum it's good to wear a clean shirt without stains or holes (even if you're wearing sweats or leggings on the bottom). And again, check your frame to see what portion of your body is showing and that those portions are covered if necessary for your clients and students.

School closures and social isolation mode means that many of us will have children at home with us while we're trying to teach, work, and connect online. Have grace and compassion if your colleague's child suddenly appears in the screen to ask mommy for a snack, or if there's a kid meltdown happening that requires a two-minute pause in the meeting. Remember that everyone is adjusting to a new normal, and we are all doing the best we can. Let's continue to take care of ourselves and each other!

By Yea Flicker, MA

As we move deeper into social distancing in order to mitigate the spread of COVID-19, we are entering a phase of transition from in-person classes, meetings, and collaboration into the world of remote education and work. Here are my tips for staying healthy, balanced, and sane as we adjust to these changes.

Right now many parents are concerned about how they will help their kids with their schoolwork while trying to work remotely; students are confused and worried about how their virtual or remote schooling will work; and the rapidly changing news updates are causing people to feel a sense of panic or anxiety. There are big and small things coming up for people right now, and it's okay to take a minute to acknowledge what you are thinking and feeling. Checking in with family members, having phone calls to process with your friends, journaling, and blogging are all good ways to release and process your emotions. 

Remote learning and working means that for many of us, the hours of our day spent commuting to work and school are now going to be spent at home in our jammies. Take advantage of the opportunity to create some new habits with your new schedule. For example, if you haven't had time to exercise in the morning because of an early commute, now you might be able to go for a run before getting online. For students who have always had grab-and-go breakfasts in the rush out the door, now is a great time for them to take a turn cooking something hearty for themselves (and maybe for their parents and siblings too!)

Now is also a great time for students to clear off their desks or create a corner at the dining room table that will provide them with a comfortable space where they can settle into the new routine of virtual school. Students can print their new class schedules and tape them the wall so that they can have an at-a-glance source of information for courses without having to constantly check online. 

There are two types of breaks that are important: "brain breaks" and "bio breaks." Brain breaks are moments when you give yourself some down time to decompress and rest before engaging in material that is going to require your attention and focus. A brain break from class or work might include some screen-free time, virtually checking in with friends, or playing with your pets for a few minutes. "Bio breaks" are the moments when you refuel and reset your body so that you can re-engage with what you are doing in an optimal condition. You can't focus if you're hungry or thirsty, or if you need to pee. Grab some water, make a snack, go for a brisk walk to get a bit of exercise, or try some free online exercise instruction from the comfort of your living room.

Students in virtual school mode may have 5-10 minutes in between classes. Encourage them to get up from the computer, stretch, step outside for a few minutes and have some screen-free down time before having to sit down and be in front of a computer for another hour+.

​If you are working remotely and having teleconferences, take your earbuds out, clamshell your computer, turn your phone over and turn your attention to something else for a few minutes in between taking calls and sending emails. 

Students can get a two-fer with a brain and bio break by hosting a virtual lunch table through Google Hangouts. This is a great way for  to connect with their friends mid-way through the virtual school day.

Work colleagues can do the same thing by bringing their water cooler chats, lunches, and coffee meetups online so that you can still benefit from the casual but meaningful social interactions that happen in faculty rooms, across lunch tables, and in coffee shops. 

The time gained from having fewer outings and social gatherings means that you might have more spaciousness in your daily schedule. Have you been wanting to pick up a new skill? Now is a great time to finally learn how to play chess, knit or crochet, bake, cook, paint, sew, or take that guitar out of the closet. There are lots of resources online (many free) and more popping up every day with instructional videos, webinars, and virtual workshops. Learning a new skill may take some of the edge off the monotony of staying close to home. 

Overall, I encourage folks to continue to connect with each other in any way you can at this time. It feels good to hear someone's voice over the phone or see a grandparent's face on a video chat. Remember, we are stronger together than we are alone. Take care of yourselves and each other!

Here is a link to my Virtual Teaching and Learning Resources page that I'll be updating frequently in order to provide parents and teachers with good resources for support.