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Best Practices & Tips for Online Meetings

Submitted by gabrielle on Thu, 04/19/2007 - 1:25pm.

[This content is based on the G2M 3.0 and G2W 1.0.  We've got an updated platform -- please see our new user materials, and watch this space for updated content!]

Online meetings require a different skillset than in-person meetings. Use these quick tips to maximize the use of LegalMeetings in your program.

  • Introduce your attendees to the virtual space. NTAP has created a few screen shots for you to use at the beginning of every meeting or webinar. Walk through these slides with your new attendees so they know how to use their control panels and are comfortable communicating. You can also look at some screen shots of your own organizer panel as a refresher. (See link above.)
  • Remind people of how to mute when you start. An online meeting relies on the ability of people hearing each other. Because your phone is not integrated with the computer, make sure you know how to mute | unmute all attendee lines, so you can block out background noises. Make sure you have told attendees how to mute | unmute individual lines. If you use the phone conferencing service integrated with GoToMeeting, view their GoToMeeting keypad commands prior. If you use InterCall, view InterCall keypad commands.
  • If your attendee has difficulty joining: It is difficult to predict why someone can't join. We've seen that people think they've joined when they haven't or don't know when they have actually joined. Start this way: "Please minimize or close all the windows open on your screen. Now, open your browser and type in www.gotomeeting.com. Click Join Meeting and enter this Meeting Number. " It's way simpler than trying to guess where they are based on their telling. If this doesn't work and your meeting is large, have them call Citrix Tech Support. (888-259-8414)
  • Transferring Information: Remember you cannot file transfer a document during the meeting or training. If you want them to take notes or have the document, a best practice is to email it to them prior or after.
  • Permissions to See Attendees and Chat: The default is the attendees cannot see each other and cannot chat with each other. We think it enhances the communication of your meeting if people can see each other in the Attendee Panel and can Chat. To give them permission, click on Tools (upper Menu Bar), and then select on Attendees Can View Attendee Panel and Attendees Can Chat.
  • Sharing Your Screen. There are three ways to share your screen. (See How Do I: Share Screen). We recommend for more professional meetings to share only the application you will be viewing with your colleague. This will enable you to go to other applications, websites, etc. and keep them paused only viewing what you originally wanted them to see. Alternately, you can remember to PAUSE sharing when you need to respond or view other documents that may be more confidential.