Rules of Conduct for ZOOM X Meetings

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.