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Tips for Successful Web Meetings

This document contains a bulleted list of basic tips on how to have a successful web meeting.

Equipment

  • Computer or laptop
  • Webcam (USB or internal)
  • A microphone:
    • Headset or earbuds with microphone (Individual)
    • USB microphone (available for checkout at the Help Desk in the library)
    • Internal laptop microphone if a USB microphone is not available)
  • Headphones (for individuals)
  • Wired internet connection when possible

Preparation

  • Exchange contact information with participant(s)
    • Email addresses
    • Office, meeting room, and cell phone numbers 
    • Backup chat channels such as Slack, Google Hangouts, Facebook Messenger, or text messaging.
    • Conference phone number
  • Schedule the meeting and invite participants
  • For larger or high priority calls: assign a technical moderator to mute microphones and address any technical issues
  • Come up with a backup plan or assign backup speakers/hosts in case of internet or technical issues

Setup

  • Choose a quiet place that’s free of possible disruptions and noises
  • Select optimal webcam location. All participants should be seen.
  • Select optimal microphone location, in close range. For group meetings, center the microphone among participants.
  • Remove unwanted items from view.Optimize lighting:
    • Not too bright nor too dark 
    • Avoid light in the background
    • Natural light from a window, in front instead of behind you, looks great
  • Turn off screen-saver and power-saver modes on the computer.
  • Connect laptop/computer to power source
  • Plug in headphones. This will prevent feedback from the microphone.
  • Test everything in situ before the event to work out any glitches

During the Meeting

  • Be ready to mute microphones if needed.
    • Mute yourself when others are speaking to prevent unwanted noises from coming through your microphone and disrupting the meeting
    • If you’re hosting, mute the microphones of distracting participants
  • Provide a welcome and ask about video and sound quality.
  • Discuss confidentiality, recording, preferred communication practices, etc.
  • Introduce all participants.
  • Adjust webcam and mic as needed.

When Things Go Wrong

  • End or rejoin the meeting
  • Resort to a backup plan if one was determined beforehand. 
  • For persistent microphone issues, consider using the text chat feature to communicate
  • If the internet connection is unstable, consider joining the meeting via phone. Most meetings in Zoom and Meet usually have a phone dial-in option. 
  • See the Zoom and Google Meet Knowledge Base documents for more details.


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Keywords:web conferencing, Google, Meet, Hangouts, webinar, online meeting, virtual, distance   Doc ID:93302
Owner:Tommy S.Group:Pacific Lutheran University
Created:2019-07-22 15:45 PDTUpdated:2020-07-02 13:46 PDT
Sites:Pacific Lutheran University
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