Helpful Hints for Successful Online Meetings

The following is intended to provide some resources and suggestions designed to support online meetings/learning. There are many tools available that allow you to host virtual meetings, sharing audio, video, your screen, participant’s screens, etc. 

Here is a quick review of three options for online meetings: 

Google Hangouts is designed more for 1 to 1 interaction, but you can connect multiple people. It allows you to chat, conduct voice calls, or video calls with other people. Hangouts will allow you to include 150 people in a group chat, but audio/video works best when the size of the group is limited.

Google Meet is the same as Hangouts, but it has expanded capacity and is geared toward enterprise use. It has some controls, but this product is still maturing. You are limited in the number of people you can view -- I believe you can see 5 people in a grid view regardless how many people are connected. There is an extension that can be installed to Chrome for a grid view. This will allow you to see the entire group. The extension is available here. (Video tutorial)

Zoom is a very mature video/audio conferencing platform with great features and controls. They are currently offering K-12 users expanded access. Zoom allows you to connect up to 100 people with 49 participants viewable at one time through the gallery grid view. Zoom allows you to share your screen and/or share the screen of a participant. You can also control participant audio and video. 

Recommended solution for larger staff to staff video conferences: Zoom or Meet w/Grid

Recommended solution for staff to student video conferences: Google Meet 

Tips for beginner hosts 

• If possible, find a quiet place to work -- close the door, shut the tv off, remove noisy pets, send your kids to the attic or bribe them with chocolate to be quiet, etc. 
• Create your account and authenticate to Zoom using your Google credentials. This enables you to take advantage of the premium features Zoom is providing for free during the COVID-19 pandemic. 
• If you have never hosted an online meeting, practice before the live event. Use friends or family and have them connect to your session and play around with the tools. 
• Use headphones with a mic. This could be airpods, over-the-ear or head mics, wired earbuds with mic, etc. This reduces background noise and feedback which benefits everyone in the meeting. 
• Use the mute all feature frequently and when appropriate. Failure to do so results in a lot of distracting background noise and feedback. 
• Ask your group to also self-monitor their microphones -- participants should leave it on mute unless they are intending to speak. 
• If you have a participant that has a bad connection, you can disable their video or request that they disable their video. This may help free up some bandwidth for a better audio connection. A phone dial in option is also available with most Zoom meetings. 
• Encourage participants to change their setting to Gallery View so they can see everyone else in the meeting. 

 
Tips for participants 

• Review the tips for the hosts -- find a quiet place to work if possible, use a headphone mic, mute your microphone when not talking, etc. 
• Test your webcam and microphone before the meeting. 
• Use your phone, Chromebook, PC laptop, or desktop to connect. If you are using a Mac or Windows computer, you can download the Zoom application. This is not necessary, but it offers some additional features versus the web version. 
• Go to Gallery View to see everyone. 
• Using professional etiquette, use the chat feature in Zoom to communicate with the host or other participants privately or to everyone publically. 
• Be an active learner -- pay attention and participate to your best ability. 
• Other Resources 

Google Meet Grid Extension (Video tutorial)

Zoom Video Tutorials

Protecting the Privacy of K-12 Users Using Zoom (Central Rivers AEA)

Zoom Checklist for Presenters/Facilitators (Heartland AEA)