3.4During the meeting: screen sharing, hands raised & recording
The essentials in 30 seconds
- Share the WINDOW, not the whole screen: no notifications, no private tabs exposed.
- The chat and the raised hand make the exchanges more fluid without interrupting the speaker.
- Recording + transcription = memory for those absent and basis for the report.
Nassim’s thread — During the meeting: screen sharing, hands raised & recording
Nassim presents a deliverable during a meeting. He must share his screen, manage questions, take notes and decide when to record the session.
Continuation of the common thread: a digital services SME in Algiers structures its exchanges.
1. Understand
The heart of the productive meeting relies on a few tools: screen sharing (show a document, a presentation - ideally sharing the precise WINDOW, not the entire screen, to avoid leaks), meeting chat (links, questions without cutting off the speaker), raised hand (asking to speak properly), and recording + transcription (for absentees and minutes - to be announced to participants).
You will practice clean sharing, the use of chat and raised hands, and recording with transcription — integrating the rule of good manners (and often legal): warn before recording.
2. Key points
Share the WINDOW, not the whole screen: no notifications, no private tabs exposed.
The chat and the raised hand make the exchanges more fluid without interrupting the speaker.
Recording + transcription = memory for those absent and basis for the report.
ALWAYS warn before recording: it is a courtesy and often a legal obligation (GDPR).
🔎 Concrete example — Real life example — During the meeting: screen sharing, hands raised & recording
Share a specific window (not the entire screen): open a document, click Share → select its window. Check that your notifications are not showing.
Post a link in the meeting chat while someone is speaking: the information flows without interruption.
Use your raised hand to request the floor, then lower it after speaking.
Start a recording (… → Record and transcribe) AFTER announcing “I'm starting the recording” — then find it in chat/OneDrive.You lead and participate with the right tools: clean sharing, orderly speech, memory of the meeting ensured.
Section vocabulary
- Screen sharing
- Show participants content: entire desktop, a specific window (recommended), or a presentation in PowerPoint Live mode.
Simple example: Nassim uses “Screen Sharing” in his daily life for during the meeting: screen sharing, hands raised & recording.
What it is not: Confusing “Screen sharing” with a setting that has no effect on the organization of work.
Reflex: Does this clarify who does what, where and when?
- Sharing a window vs the screen
- The window = only the desired content is visible (not your notifications or your other tabs): the anti-leak reflex.
Simple example: Nassim uses “Share a window vs the screen” in his daily life for during the meeting: screen sharing, hands raised & recording.
What it is not: Confusing “Share a window vs. the screen” with a setting that has no effect on the organization of work.
Reflex: Does this clarify who does what, where and when?
- Hand raised
- The ✋ button which signals a request to speak without interrupting: the speaker gives the floor in order.
Simple example: Nassim uses “Hands Up” in his daily life for during the meeting: screen sharing, hands raised & recording.
What it is not: Confuse “Hands up” with an adjustment that has no effect on the organization of work.
Reflex: Does this clarify who does what, where and when?
- Recording + transcription
- Video capture + text of the meeting (stored in OneDrive/SharePoint): for those absent and the minutes — to be announced.
Simple example: Nassim uses “Recording + transcription” in his daily life for during the meeting: screen sharing, raised hands & recording.
What it is not: Confusing “Recording + transcription” with a setting that has no effect on the organization of work.
Reflex: Does this clarify who does what, where and when?
- Meeting Chat
- The parallel discussion thread: links, questions, details without interrupting the speaker — viewable after the meeting.
Simple example: Nassim uses “Meeting Chat” in his daily life for during the meeting: screen sharing, hands raised & recording.
What it is not: Confusing “Meeting chat” with a setting that has no effect on the organization of work.
Reflex: Does this clarify who does what, where and when?
In practice — Tools for the good participant/facilitator
- Share a specific window (not the entire screen): open a document, click Share → select its window. Check that your notifications are not showing.
- Post a link in the meeting chat while someone is speaking: the information flows without interruption.
- Use your raised hand to request the floor, then lower it after speaking.
- Start a recording (… → Record and transcribe) AFTER announcing “I'm starting the recording” — then find it in chat/OneDrive.
Script ready to say — During the meeting: screen sharing, hands raised & recording (25 sec)
“Share your screen/presentation, use chat, raise your hand, record and enable transcription/subtitles. I rely on this key point: share the window, not the whole screen: no notifications, no private tabs exposed.”
Short formulation, to be adapted to the recipient and the context.
Copy and paste template — checklist “During the meeting: screen sharing, hands raised & recording”
CHECKLIST — During the meeting: screen sharing, hands raised & recording
1. Share the WINDOW, not the whole screen: no notifications, no private tabs exposed.
2. The chat and the raised hand make the exchanges more fluid without interrupting the speaker.
3. Recording + transcription = memory for those absent and basis for the report.
4. ALWAYS warn before recording: it is a courtesy and often a legal obligation (GDPR).
EXPECTED RESULT: You lead and participate with the right tools: clean sharing, orderly speech, memory of the meeting ensured.Express version
Share the WINDOW, not the whole screen: no notifications, no private tabs exposed.
As a team
The chat and the raised hand make the exchanges more fluid without interrupting the speaker.
Point of vigilance
Recording + transcription = memory for those absent and basis for the report.
Control before distribution
You lead and participate with the right tools: clean sharing, orderly speech, memory of the meeting ensured.
✓ Best practices
- Share the WINDOW, not the whole screen: no notifications, no private tabs exposed.
- The chat and the raised hand make the exchanges more fluid without interrupting the speaker.
- Recording + transcription = memory for those absent and basis for the report.
✗ Common pitfalls
- Treat “During the meeting: screen sharing, hands raised & recording” by feel without checking the context.
- Multiply channels and notifications for the same subject.
- Send or share without rereading recipients and rights.
Key takeaways
- Share the WINDOW, not the whole screen: no notifications, no private tabs exposed.
- The chat and the raised hand make the exchanges more fluid without interrupting the speaker.
- Recording + transcription = memory for those absent and basis for the report.
- ALWAYS warn before recording: it is a courtesy and often a legal obligation (GDPR).
48 hour challenge — apply tomorrow
Put into practice “The tools of the good participant/facilitator” in a real case of Nassim's SME: Share a specific window (not the entire screen): open a document, click Share → select its window. Check that your notifications are not showing. Time it for 20 minutes and note what has changed.
- I can explain and apply: Share the WINDOW, not the whole screen: no notifications, no private tabs exposed.
- I can explain and apply: The chat and the raised hand make the exchanges more fluid without interrupting the speaker.
- I can explain and apply: Recording + transcription = memory for those absent and basis for the report.
Frequently asked questions
Where can I find the recording after the meeting?
In the meeting chat and in OneDrive/SharePoint (depending on private meeting or channel). The transcription is associated with it. This content follows the organization's retention rules.
How to make the most of transcription?
For the record, the transcript provides the factual basis. If your organization has Copilot, it automatically generates summary, decisions and actions from this transcription — see our Copilot 365 guide.
Which practice summarizes “During the meeting: screen sharing, hands raised & recording”?