Etiquette for Online meetings, classes, webinars

There are a lot of web platforms that we artists can use to host online events like Board meetings, webinars, demonstrations, classes, and workshops. Zoom, Hangouts, Rooms, GoToMeetings, and Teams are the most popular, and are very easy to use. However, some people are still challenged by technology and have difficulty using it. I’d like to remind everyone that they need to practice using these platforms BEFORE they try to join a meeting or other event. I know it’s very frustrating when you are trying to access the event and you find out you can’t make your video or audio work, or you don’t know how to enlarge a screen, or even how to log in. If you think that’s frustrating, imagine how it feels for everyone else in the event who has to wait while you’re trying to figure it all out, or have to listen and watch while waiting as the host painfully tries to teach you how to solve your technical dilemmas. Everyone wants you to be able to attend the event, but don't expect the host or teacher to delay or even stop the event, just because one person hasn't learned how to use the platform. 

Here’s some simple little guidelines to follow:

·        Practice using the platform before the event.
·        Download any software that you need beforehand, create your user profile, and make sure you can log in.

•      Use an Ethernet cable instead of wifi to connect to the internet to ensure your best connection.

·        Learn how to enable your audio and video on the platform.
•     Learn how to adjust the volume on your device so you can hear other speakers. 
·        Learn how to enable your microphone and camera on your device (laptop, phone, etc) that you are using.
·        Learn how to send and receive messages on the platform.
·        Learn how to share attachments, documents, photos, screens, etc.

Besides learning how the platform works, you also need to practice some basic online etiquette.

1. ·        Mute your microphone when you are not speaking. Every time. No exceptions. Seriously! NO EXCEPTIONS! 
2. ·        Turn off your camera if you leave your seat, or if you need to do anything that will be visually distracting to the other participants.
3. ·        Don’t disrupt the host, teacher, leader, etc., by asking for technical help during the event. You should have practiced and figured it out beforehand. 
4. ·        Unless you are the host, teacher, leader, etc., don’t dominate the event. Don’t talk out of turn or interrupt. It’s just rude.
5. ·        Unless you are asked to do so, don’t talk about yourself excessively, take us on any video tours, introduce your family or pets to the group, etc. Online events usually have limited time constraints, and there may not be time for much personal chat that is unrelated to the event.  

All of these are relatively simple things to do. If you find you can’t do them, then get someone to come help you or don’t sign up for the online event. It’s really that simple. The host is not responsible for teaching you how to use the platform, nor are your fellow participants. Think of it this way: If you sign up for a class at your local community center, would you expect the teacher to come to your house and personally carry you to the class? No – you would get there yourself and expect the teacher to teach you after you’ve arrived and settled in your seat. Well, the same applies to these online platforms. You need to be able to get there, on time, and be able to do whatever is expected of you. 

All these same guidelines also apply to online meetings. If you plan on attending a meeting online, please learn how to do it before the meeting! Even more important, if you can’t fulfill your office in an organization because you are unable to learn how to participate in an online meeting, then PLEASE resign from that position. It’s not fair to the other members of the Board, nor to the organization, if you are repeatedly late or missing meetings, or if you’re constantly disrupting the meetings because you can’t learn how to turn on your microphone. If you can’t participate, then you shouldn’t be on the Board. You can find other ways to volunteer that better suit your skills.  

The use of virtual online platforms is not going to go away, it is only going to increase. It's bringing us closer together and it's allowing all of us to reach a broader audience by removing geographic restrictions. It’s not that hard to use an online platform, but they all require a little bit of practice. Fortunately, most of them offer basic services for free, and that means we can all practice on them as much as we need.