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Virtual Meeting Best Practices & Resources

Tawnya
  • Updated

With the shift to online engagement, Handshake would like to offer a collection of best practices, tips for staying safe, and resources to help you navigate virtual meetings safely and effectively.

We've also attached a PDF copy of our slide deck from the March 24th webinar, Basics of Video Conferencing, or click the link to download it now!

 

Best Practices 

  • Use Waiting Room in Zoom (you can see people waiting to join your meeting and choose who to allow in)
  • Set recording on cloud or computer (in Zoom you can set them to automatically record)
  • Co/alternative hosts
  • You can transfer hosting ability even after meeting has started
  • Hosts can mute all attendees
  • When possible, ensure that only the host is capable of sharing screens 
  • Breakout rooms for larger groups
  • Add staff members to large meetings to help monitor the chat room for questions
  • Leverage the dial in feature (you can call someone and participants can dial in) - very helpful when in case there are audio issues
  • Test Meetings: these can be set up to test audio before large events

 

Stay safe! 

Please note: The tips below are related to Zoom specifically. Different tools have different setting capabilities, and you should utilize the tools' help centers and support teams!

  • Disable “Join Before Host” so people can’t begin before you arrive.
  • Enable “Co-Host” so you can assign others to help moderate.
  • Disable “File Transfer” so there’s no digital virus sharing.
  • Disable “Allow Removed Participants to Rejoin” so booted attendees can’t slip back in.
  • Require meeting password (to restrict who can join)

 

Meeting Resources

Please note these are not Handshake tools and must be downloaded from each site to be used and supported by that application!

 

Zoom: 

Tip Resource: https://support.zoom.us/hc/en-us/articles/209743263-Meeting-and-Webinar-Best-Practices-and-Resources 

 

Google Meet: 

Tip Resource: https://support.google.com/a/users/answer/9282720?hl=en

 

GoToMeeting: 

Tip Resource: https://www.gotomeeting.com/get-started

 

Cisco Webex: 

Tip Resource: https://www.webex.com/webexremoteessentials.html