Information for our Virtual Meetings
A successful virtual meeting is simply a successful meeting, in a different format.
The technical set-up
We will be using Zoom to connect for this meeting.
Below is a short video to help familiarize you with the technical setup so that we can have a successful virtual meeting.
We’ve included two extra links below to official Zoom tutorials if you feel that you need further instruction.
The Zoom Tools that we will be utilizing
“RAISE” YOUR HAND
Zoom has the option to click an icon to “raise your hand”. This will let the Chair or Facilitator know that you would like to speak. Once you have raised your hand, we will cue up each of you to contribute.
We will use this raised-hand feature only for larger meetings.
LIVE CHAT
Zoom has an option to contribute short comments during the call in a ‘group chat’ that runs down the right-hand side of the Zoom window. We do not want this chat area to play a dominant role in our meeting, as it can become distracting.
This is how we will use it:
- The BCACC team will post key Agenda items in text, as they are brought up in the meeting
- To ask a question that you do not want to forget while someone else is speaking
- To post an unrelated thought that you would like to make sure we circle back to
- To add a comment to signal that you would like someone to speak louder or with any other technical concerns
We are using this chat area to avoid people talking over top of each other during the meeting.
We will have a Facilitator monitoring the chat comments and bringing them to the table at the end of the meeting to be certain that we have answered anything that comes up.
We will use this chat feature only for larger meetings.
AUDIO/VIDEO
Audio: When you join our call, you will automatically be placed on mute. This is to ensure that the meeting is not affected by background noise. When you would like to speak please use the “raised hand” function. Then we will let the Chair know that you would like to speak and turn on your audio for you to contribute.
Video: If you find that your digital connection is weak you can always turn off your video which will use less bandwidth and will most likely give you a better connection.
Rules of Engagement
We have included some basic rules of engagement for our meeting. This helps us to all to be on the same page as to how we can best communicate.
BE SURE TO CONNECT WITH THE RIGHT EQUIPMENT
- If possible please use your desktop or laptop to connect
- It is best practice to use headphones so that there is no audio feedback during the call
- An external microphone will allow for better sound quality when you want to contribute during the call
SET UP YOUR ENVIRONMENT WELL
- Test the angle of your computer camera to have it placed well in front of your face
- Do not sit in front of a window or have a bright lighting behind you, as this will make your face appear in a shadow
- Consider placing a lamp in front of you so that we can see your bright and smiling face
ARRIVE ON TIME
Have the phone number and access code available so you do not have to search for it at the last minute.
If you are concerned about your technical connection, we will have the meeting opened 20 minutes early so that you can test the connection during that 20-minute time-span.
READ MATERIALS IN ADVANCE
We are sending our materials in advance so you can consider the topics and be ready to make a meaningful contribution to our discussion. Please do not leave the reading of these materials until the actual meeting time.
LIMIT BACKGROUND NOISE
A noisy environment is not conducive to careful listening and participation.
Please find a quiet space where you can hear, and others can hear you. Consider using a headset and microphone to keep your hands free and block sounds from the environment.
Background noise and static from adjusting the position of a hand-held receiver can be distracting to other participants. Avoid shuffling paper or creating other noises at your desk. You will be muted for most of the call, but we will turn your audio on when you would like to contribute.
DO NOT MULTI-TASK
We really want your full attention in this meeting, just as we would in a face-to-face meeting. Multitasking may feel efficient, but it is a major distraction and takes away from meaningful discussions. Research shows that brainpower is lost when we engage in rapid toggling between tasks!
DISCUSSIONS, going “around the room”
We will use the raise your hand feature to facilitate discussion.
KNOW HOW TO RAISE YOUR HAND
To avoid speaking over top of each other, we would like you to use the Raise Your Hand feature if you have something to say.
USING THE CHAT FUNCTION
Familiarize yourself with the chat area of Zoom so You can contribute short comments during the call in a ‘live-chat’ that runs down the right-hand side of the Zoom window. We do not want this chat area to play a dominant role in our meeting, as it can get distracting.
We will be recording this meeting for possible future reference.
