Virtual Meetings

To present Polyrhythm consistently and professionally on customer, partner, and recruiting calls, employees should use the approved company video background when a clean, neutral real background is not available.

The purpose of the background is to reduce distraction, improve consistency across the team, and help ensure that home offices and other informal spaces do not affect the professionalism of the call.

When to Use the Approved Background

Use the approved Polyrhythm video background for:

• customer and partner meetings
• recruiting and external interviews
• vendor meetings
• formal internal meetings with external participants
• presentations, demos, and program reviews

You do not need to use the background for casual internal calls when a professional real background is already available.

Background Standard

Only approved Polyrhythm background files should be used for company business. Do not create or substitute custom branded backgrounds, alternate logos, slogans, or personal variations.

The approved background is intentionally simple. It is designed to support the speaker, not compete with the speaker.

Camera Framing

Frame yourself from roughly mid-torso to head-and-shoulders. Your face should be clearly visible and centered naturally in the frame.

Use these basic framing standards:

• place the camera at or slightly above eye level
• keep a small amount of space above your head
• keep your face large enough to be clearly seen
• sit upright and remain reasonably centered in the frame
• avoid sitting so far back that the background dominates the image

Lighting

Good lighting matters as much as the background.

For best results:

• light your face from the front or slightly from the side
• use even lighting when possible
• avoid strong backlighting from windows or bright lamps behind you
• avoid very dark rooms that make your face difficult to see

If possible, test your setup before an important external meeting.

Appearance on Camera

Present yourself as you would for an in-person professional meeting.

General expectations:

• wear neat, professional, or business-casual clothing appropriate to the meeting
• avoid clothing that is excessively bright, distracting, or strongly patterned
• avoid colors that closely match the background if they cause you to blend in
• maintain a professional posture and remain attentive on camera

Background Quality

Virtual backgrounds work best when the camera image is stable and the subject is well lit.

To improve quality:

• use a neutral wall or uncluttered space behind you when possible
• keep movement moderate to reduce visual edge artifacts
• avoid poor lighting that causes the background effect to break up around your face or shoulders

If the virtual background looks distorted or distracting, a clean real background is preferable.

Audio and General Call Conduct

A professional video presence also depends on sound and call behavior.

Please:

• join from a quiet space whenever possible
• mute when not speaking in larger meetings
• use a headset or reliable microphone when needed
• avoid multitasking visibly during external calls
• keep the camera steady and avoid unnecessary device movement

Practical Standard

Use the approved Polyrhythm background when needed, keep your camera at eye level, ensure your face is well lit, and present yourself in a way that reflects a professional customer-facing environment.

The goal is consistency, clarity, and professionalism, not formality for its own sake.

Quick Reference

Use the approved background when your real environment is not clean and professional enough for the meeting.

Before joining an external call, check:

• approved Polyrhythm background selected
• camera at eye level
• face clearly lit
• professional attire for the meeting
• quiet environment
• microphone working properly