Code of Conduct for Committee Members And –Basic Zoom Meeting Guidelines
1. Attendance Commitment: Once you confirm your attendance for meetings, discussions, or events (including online ones), you must be present. It shows your commitment to participating in the society’s activities.
[Constitution: 13.4 Any member of the Committee failing to attend three consecutive meetings shall automatically cease to be a member of the Committee.]
2. Punctuality: Arrive on time for meetings and events, at least 15 minutes before the scheduled start time. Being punctual demonstrates professionalism and respect for others’ time.
3. Meeting Etiquette: Wait to leave meetings or online groups with permission from the Chairman. It helps to maintain a focused and organised meeting session.
4. Task Completion: If you accept tasks or responsibilities during meetings or group discussions, complete them within the specified timeframe. It ensures that the society’s objectives are met efficiently.
5. Communication Responsiveness: Respond to messages sent through WhatsApp or email within 3 to 6 hours. Timely communication is crucial for coordination and collaboration.
6. Confidentiality: Refrain from sharing restricted plans or information with unauthorised individuals or authorities. It helps maintain the security and confidentiality of the society’s affairs.
7. Communication Channels: Seek approval from the President before communicating with authorities, the press, or public media. It ensures the information shared is consistent and aligned with the society’s objectives.
8. Dress Code: Wear specified identification items (lanyards, IDs, collar pins) when attending meetings or events, especially when wearing traditional attire, unless decided otherwise by the President. It fosters a sense of unity and professionalism among members.
9. Language Usage: Whenever possible, communicate in Tamil with fellow members. It reflects the society’s cultural focus and promotes effective group communication.
10. Recruitment Responsibility: Take on the task of recruiting new members or volunteers for the society. It helps the society to grow and fulfil its mission. These guidelines aim to create a positive and organised atmosphere, emphasising accountability, respect, and active participation among its members.
Basic Zoom Meeting Guidelines
1. Join on Time
• Log in a few minutes early to avoid delays.
2. Use Your Real Name
• Helps the host and participants identify you easily.
3. Keep Your Microphone Muted
• Mute when not speaking to avoid background noise.
4. Turn On Your Camera (if appropriate)
• Helps maintain engagement and shows respect to others.
• If not comfortable, inform the host.
5. Dress Neatly
• Wear simple, presentable clothing suitable for a meeting.
6. Choose a Quiet Place
• Avoid noisy backgrounds.
• Inform others at home that you are in a meeting.
7. Check Your Devices
• Ensure your internet, audio, and camera are working before the meeting.
8. Use a Simple Background
• Neutral or tidy background; avoid distracting scenery.
9. Avoid Multitasking
• Do not browse phones or do other work while in the meeting.
10. Speak Clearly and Briefly
• Unmute only when speaking.
• Be concise and respectful.
11. Use the Chat Properly
• Keep messages relevant to the discussion.
• Avoid side conversations.
12. Be Respectful
• Listen when others are speaking.
• Do not interrupt.
13. Stay Until the End
• Avoid leaving halfway unless necessary; inform the host if you must.