Remote Communications and Zoom Etiquette

Clear communication is critical to the safe and efficient operations of the facility, particularly with remote observers and team members. Zoom has become a powerful tool for remote operations, allowing for the operators, support staff, instrument teams, and member observers to use the telescope, AO, and instrument suite effectively from multiple locations.   LBT’s large instrument suite and binocular design can allow for multiple instruments and observing teams to observe simultaneously. To ensure that there is a clear line of communication between the support staff, operators, and science teams, the following rules for Zoom etiquette should be followed:

1. Introduce yourself when you first enter the Zoom meeting. This ensures the presence of everyone critical to nighttime operations is known.
2. Mute yourself when you aren’t speaking to someone else in the Zoom meeting. This will allow other parties in the Zoom to hear one another (e.g. when a preset needs to be made or guiding has been lost).
3. While not strictly necessary, feel free to use the Zoom chat function to relay information. This could help reduce verbal traffic.
4. In the event of multiple teams of people that are involved with the nighttime operations (e.g. teams operating different instruments), split into separate Zoom breakout rooms as is deemed appropriate. The idea here is to streamline the flow of communication between the observers and the LBTO staff. The primary Polycom Zoom meeting room would be used for operationally based activities and discussions such as troubleshooting, while breakout rooms would be used for activities like science planning. An example communication flow chart might look something like this:
   

DISCLAIMER: Should these rules not be followed, LBTO staff reserves the right to assume the role of host in the Zoom meeting and mute any parties impeding effective communication. Said party will be notified of this action as well when the mute has been lifted.