How to Manage a Public Meeting Remotely?

Due to the outbreak of the coronavirus pandemic, employers have switched most of their employees to remote work. For many, this format can be unusual: it is difficult to concentrate, you always want to be distracted by something. Familiar picture?

What to Do for Managing Public Meetings Remotely?

The purpose of managing public meetings remotely is:

  • Conducting classes using distance learning technologies.
  • Providing access to materials: presentation, documents.
  • Carrying out audio/video conferences.
  • Recording of meetings (online events).
  • Other opportunities for remote interaction: teamwork, participation in projects, etc.
  • Control over the work of teachers and students by special units.

For a remote meeting to take place, you need to:

  • Announce the list of participants, agenda, time, date, and format of the meeting.
  • Submit materials for study/discussion.
  • Turn on the reminder.

During the online conference:

  1. Check for a quorum.
  2. Hear the abstracts of the participants’ reports.
  3. Build an event plan, outline the purpose of the meeting.
  4. In the process of communication and discussion of complex and pressing issues, find out the state of affairs, identify critical points and directions, and brainstorm on the necessary positions.
  5. Summarize and conclude whether the purpose of the meeting has been achieved or not.

Connection and Management of Participants Public Meeting Remotely

You are signed in to an online meeting. Wait for the rest of the participants. Please note that depending on your Team’s version and settings, the meeting dashboard might be located in the center or in the upper-right corner of the window. In this case, the principle of operation is the same.

You can also mute a specific participant’s microphone. You cannot turn on the microphone remotely. The user must turn on the microphone himself. If you want the student to answer your question, remind them to turn on the microphone. You can also assign him as a presenter or remove him from the conference.

Additional features may be interesting:

  • Ability to record a meeting.
  • Enter full-screen mode. Use the Esc key to exit this mode.

General Recommendations and Requirements

  1. For stable operation, it is recommended to use the latest versions of the web browsers Google Chrome, Microsoft Edge, etc. (See List of Compatible Browsers).
  2. To host an online event not through a web browser, but through a special application, it is recommended to install the Microsoft Teams client on your device prior to the event. (Link to download the client).
  3. Within the framework of the webinar, only PowerPoint presentations can be downloaded. A pdf presentation can only be published via your desktop broadcast.

Start a presentation or place the content you want on the screen. A red border around the edges of the screen means that you are showing the contents of the screen. You can check with your listeners if they see your content. For replies, you can use the chat.

After clicking on the “webinar” link, a new window will open in which you will be asked to connect to the online meeting using the local Teams application (must be installed on your computer or mobile device) or connect using the web application (via a browser). After clicking on the “Join via web application” button, the system will redirect you to the conference waiting room. At this stage, you need to log in with the credentials given to you by the IT department of the university. To do this, follow the link “enter”.