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Rules of Conduct for ZOOM X Meetings

To ensure that ZOOM meetings run smoothly, we recommend that moderators and participants follow these recommendations for preparation and collaboration.

  • Recommendations for Participants

    Before the Meeting Starts

    • Ensure a stable Internet connection (preferably wired instead of Wi-Fi).
    • Test the sound and camera.
    • Optimize the lighting conditions (ZOOM can automatically adjust the lightning in the video settings).
    • Create as quiet a working environment as possible, free of disturbances (if disturbances are expected, inform the other participants at the beginning of the event if necessary).
    • Ensure an appropriate background in the camera's field of view (e.g. by using a virtual ZOOM background/blur function).


    During the Meeting

    Respectful Interaction with Each Other

    • Provide your first and last name, especially in smaller groups.
    • Turn on your camera during direct exchanges and discussions.
    • Avoid distractions (e.g. taking phone calls, answering e-mails at the same time). However, if you urgently need to leave the meeting/telephone for a short time, turn off your microphone and camera during this time to signal your absence, supplemented by a chat message if necessary.
    • Use the chat function for clarifying general questions, notes, objections, sharing links, etc.
    • Inform the moderator in good time if you have to leave the session early (e.g. via the chat function).

    Speech/Microphone Use

    • small groups (up to 15 people): You can use the microphone without muting. Give a hand signal if you want to say something.
    • large groups (16 or more people): Turn on your microphone only when you speak. Use the "blue hand" in the participants list or the chat to signal that you want to say something.
  • Additional Recommendations for Moderators

    • Consider whether it makes sense to introduce each other.
    • Deactivate the chat function if this makes sense for the event.
    • Write break times in the chat to help participants follow the time frames. Keep in mind that chat history is only visible to a participant from the time they enter the meeting. Therefore, repeat important information for participants who arrive late.
    • If you want to record the meeting or save the chat history, inform all participants at the beginning and ask if there are any reservations.
    • If necessary, inform participants where they can download the presentation slides.
    • If necessary (e.g., in large groups), appoint a person ("co-host") to watch for requests to speak and to whom participants can turn in the event of disruptions of any kind.
    • Point out to disruptive persons that the rules must be observed. In the event of severe/repeated disruptions, you can remove participants from the meeting.