MEETING GROUND RULES START & END ON TIME BE FULLY ENGAGED STAY ON TOPIC ONE SPEAKER AT A TIME SEEK FIRST TO UNDERSTAND, THEN TO BE UNDERSTOOD VALUE ALL OPINIONS CRITICIZE IDEAS, NOT PEOPLE
Best practices for running your on-line meetings
BE ACCOUNTABLE STRIVE FOR CONSENSUS
Preparing for the meeting You want to try and create a similar atmosphere that you have in your regular project meetings. Here are some best practices to help: •
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Someone will need to send out a Zoom meeting invitation with the link to join the meeting. If you have reoccurring meetings, you can these up as well and use the same link. Have an agenda prepared with clear objectives for the meeting. Send it out to everyone in advance. Be sure that the role each person has in the meeting is well communicated at least 24 hours ahead of the meeting. Decide if you are going to appoint someone to take notes, if you are going to use the Zoom Whiteboard to take notes, or record the meeting or transcribe the meeting (Zoom has these tools). You will need a way to share with the team what happened. Prepare for your portion of the meeting. Make sure you are ready for your part. If you are going to share your screen and walk through a document, have it ready to be shared. If you need to use the white board, practice using the tool before the meeting. Clear up your space and try to plan to curtail distractions during your meeting time. It is easy for people to walk it or the phone to ring and disrupt things. Zoom also has a background that you can use—so no one sees the “mess” around you. I especially like this feature. Log in to the meeting a few minutes ahead of the start time, so you are ready. And, have time to troubleshoot if something isn’t working.
PHONE BRIDGE-WEBINAR ETTIQUETTE Test your equipment in advance (computer mic, speakers, etc.; know how to mute your phone) Join the meeting a couple of minutes early Mute yourself immediately (phone or computer) Unmute yourself to comment or ask a question Identify yourself before speaking Speak slowly and clearly Try not to talk over others Be aware that background noises are disruptive Even if you are at the meeting in person, remember that remote participants cannot see you. Avoid calling from the car
Running the meeting Here are some best practices for making your on-line project meetings effective: •
In order to have a successful meeting, whether in person or online, you need someone to lead the meeting. So, pick a leader to run your meeting(s). This can be your project manager, or whomever typically runs your meetings, or it might be the person best at running the technology.
California Asphalt Magazine • 2020 Special Emergency Response Issue
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