Page 51 - TMCF 2025 HR Team Manual

VIRTUAL MEETING ETIQUETTE POLICY
TMCF recognizes the growing need for virtual interactions and the importance of maintaining a professional and effective communication environment through these channels. As such, we have developed the following virtual meeting etiquette policy applicable across all virtual meeting platforms, including but not limited to Google Meet, Zoom and WebEx.
1. Preparation for Meetings:
a. Test your technology in advance to address any technical issues with video or audio.
b. Familiarize yourself with the functionalities of the platform being used (e.g., mute/unmute,
virtual hand-raising, chatbox usage).
c. Ensure your device is fully charged or plugged in and have a backup plan in case of technical difficulties.
d. Set up in a quiet environment with minimal background noise, adequate lighting, and a neutral,
clutter-free background.
e. Download and review all relevant materials prior to the meeting.
2. Professional Conduct:
a. Dress appropriately, mirroring the attire you would wear if the meeting were held in person. Maintain an appearance in line with business casual standards unless otherwise specified.
b. Join the meeting a few minutes early to account for potential technical difficulties.
c. Clearly identify yourself with your real name in your video profile and include a professional or neutral
picture if you’re not using video.
d. Remain attentive, avoid multitasking and engage with the meeting content. Stay engaged during the
meeting by keeping cameras on unless instructed otherwise.
e. Use professional language and be mindful of your tone and body language.
f. No eating on camera.
3. Background:
a. If you are not using a TMCF-branded background, please ensure that your virtual background is simple and professional.
b. Choose a background that is clean and free from distractions, reflecting a professional environment.
c. Avoid using overly complex or busy backgrounds that could detract from the meeting’s focus.
d. Ensure that your background aligns with the TMCF’s standards of professionalism and appropriateness.
4. Communication:
a. Mute your microphone when not speaking to minimize background noise.
b. Speak clearly and remain on-topic, being respectful of others’ time.
c. Use the raise hand feature or type in the chatbox to avoid interrupting others.
d. Listen actively and do not dominate the conversation.
e. Address others respectfully, using formal titles unless invited to do otherwise.
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