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Covid – Work From Home Teleconferencing policy

Posted on: 02-06-2020

SUMMARY

The COVID-19 pandemic of early 2020 proved the role technology can play in assisting workers in collaborating remotely on audio/video conferences. It’s fortunate that network speeds, robust applications and quality equipment were sufficient for the challenge in getting remote workers the tools they needed to do their jobs.

However, the prevalence of teleconferencing also demonstrates the need for a set of concrete guidelines as to how teleconferencing should be conducted; expectations for employees, organizations and the conference meetings themselves.

TELECONFERENCING POLICY

When working from home, TYPENT recommends one standard set of applications/tools (Zoom, Cisco WebEx, Skype for Business, or Microsoft Teams) should be decided upon for use in teleconferencing and distributed to employees accordingly, whether for business owned/provided systems or BYOD systems.

The organization should provide employee training on how to use these applications/tools to reduce operational difficulties and get the most investment out of these products.

It is understandable that teleconferences may span various time zones, but where feasible, all teleconferences should be scheduled within working hours for all parties involved.

In order to prevent “meeting fatigue” attendees should be invited based on “required” or “optional” selections. Required attendees must be key individuals relevant to the topic at hand. Optional attendees should be encouraged to join if interested/available but not made to do so if they have other priorities.

All teleconference participants should be provided an agenda, intended topics of discussion and intended outcomes from the conference.

Attendees who will participate from home locations should ensure their internet/VPN connection is functional in advance of the conference (at least 10 minutes) and to log into any remote networks or systems they will need to use to participate in the conference.Attendees participating from home are encouraged to notify family members of upcoming conferences in order to reduce the potential for interruptions or distractions.

Employees are encouraged to attend teleconferences from a stationary location such as their workstation at the office, home workstation, or a conference room. Using mobile devices to attend while on the go is discouraged whenever possible as it limits employee participation due to other activities at hand.

Teleconferences are subject to the same behavioral standards as physical meetings; please be punctual, behave professionally, and take any side topics/conversations offline after the meeting so as to retain focus upon the topic at hand.

Do not “replay” details for the benefit of late joiners unless absolutely necessary. Attendees who join conferences already in progress should be encouraged to follow-up with other participants afterwards to determine what they missed.

When sharing screens to present information, attendees should ensure all non-rel-evant windows/tabs/applications are closed. Confidential information must never be displayed except where relevant and to authorized individuals whose job roles involve utilizing this data.

The presenter/inviter should prepare to take notes/record the conference during the meeting and assign action items to individuals as needed. If recording is used, inform all attendees as such.Audio conference participants should mute their microphones when not in use to avoid creating distractions for other attendees.

The use of cameras for video conference capability is encouraged in order to improve communication, build more focused employee relations, and encourage complete participation in these meetings.

When using video conferencing, all participant backgrounds should contain business-appropriate content and be as tidy and minimalistic as possible in order to avoid creating distractions for other attendees.

Video conference participants should be attired according to the same policies/guide-lines which apply to the physical office. When in doubt, business casual clothing is recommended.

The presenter/inviter should speak at a normal pace to ensure network or VPN latency doesn’t interfere with attendees hearing them. Pause frequently so others can comment and poll the attendees for questions throughout the teleconference.

Attendees who provide responses, make comments, or ask questions should identify themselves before doing so (unless queried directly) so that other participants are aware who is speaking.

The conference should end at the designated time, or preferably a couple of minutes beforehand, in order to let attendees move on with their day.

The presenter/inviter should schedule any follow-up conferences and send out the conference notes/action item assignments as soon as possible after the conference.

Work From Home Solutions

TYPENT has many Work From Home solution for business of all sizes. We also provide training on how to properly conduct web conferences. TYPENT is an IT Support and Outsourcing company in Singapore that specialised in providing excellent IT Support to Singapore companies.

Please fill up the contact form and we shall get back to you promptly.