Good conference room rules come down to three things: book the room before using it, leave on time, and leave it ready for the next group. For video meetings, add a few more: join a minute early, use the room system rather than several laptops, mute when not speaking, and make sure remote people can see and hear everyone.
Shared conference room rules
| Rule | Why |
|---|---|
| Book before you use it | Avoids double-bookings and walk-ins during meetings |
| Book only the time you need | Frees rooms for others |
| Check in or the booking releases | Stops "ghost" meetings holding rooms |
| Start and end on time | The next group is waiting |
| Leave the room as you found it | Wipe whiteboards, push in chairs, take trash |
| Don't move or unplug AV equipment | Prevents "the room is broken" tickets |
| Report problems | So IT can fix them before the next meeting |
| Match room size to group size | Don't take a 12-seat room for two people |
| Food and drink policy | Follow your office's rules |
A booking panel at the door makes most of these easier to follow.
Video conferencing rules
- Join a minute early. Test camera and audio before the meeting starts.
- Use the room system. One room device, not several laptops with open mics. Extra laptops cause echo. See how to fix echo.
- Mute when you're not talking, especially in noisy rooms.
- Stay in view. Sit where the camera can see you. Don't sit with your back to the screen.
- Speak toward the mics, and don't cover table mics with papers or laptops.
- Bring remote people in. Ask for their input, and repeat questions from the room.
- Share content properly. Share into the meeting, not just on the room screen.
- No side conversations. Mics pick up whispers.
- Leave on time and end the meeting on the room console.
See video conferencing etiquette for more.
Post the rules
A short card on the table or a sign by the door works better than a long policy. Include how to start a meeting, how to share content and who to call for help. See how to use a Teams Room and how to use Zoom Rooms for ready-to-adapt steps.
Want rooms that are easier for everyone to use? Ask us about one-touch join setups.
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