Luring Them In: 7 Steps to Prep Participants for Online Meetings
It can be horrific when you suddenly realize that some of the meeting participants don’t know how to use the technology. Even after a year of online meetings, don’t assume everyone knows how to go on and off mute or turn on their webcam. Unless you’re working with a group where you know everyone can use the webmeeting software, play it safe and prepare your participants as it if this was their first online meeting. The meeting should not be the first time they’re using the technology!
Here's a 7 steps to ease their transition and get participants up to speed on the tech before the meeting. The example below is for Zoom, but is the steps are the same for any online meeting technology. Customize and send these instructions to the participants in advance of the meeting, ideally in the calendar invite.
1. Be prepared to participate. If your background and bandwidth permit, please plan on leaving your webcam on during our time together. It’s easier to have a discussion with people if you can see their faces. If you have one, a good headset will enhance your experience.
2. Test your internet speed. Click this link: http://www.fast.com You should have at least 10 Mbps, and ideally above 20 Mbps.
3. Make sure you’re using the right version on the right device with the right browser. Zoom can be downloaded at this link https://zoom.us/download#client_4meeting. Even if you’ve already downloaded Zoom, make sure you’re using the latest version by checking for updates:
4. Watch this how-to video. This video shows Zoom's controls and features: https://www.youtube.com/watch?v=ygZ96J_z4AY
5. Read this one-page quick start guide. This link will give you a quick overview of everything you need to know about Zoom on one page: https://www.survivingthehorrorbook.com/s/Zoom_QuickGuide_LizardBrain_20042020.pdf
6. Play in the sandbox. A sandbox is a safe place to play with the technology prior to the meeting. Zoom can be tested at this link: https://zoom.us/test.
7. Check out the technology’s website for FAQs and advanced features. Zoom’s help center is fantastic for resources and how-to’s: https://support.zoom.us/hc/en-us
Why share all this? Different people have different styles of learning! Videos are for those participants who learn best visually and aurally. Sandboxes are for experiential learners. Websites and FAQs are for those participants who want to go deep. And one-pagers are for participants who want to know the bare minimum.
Of course, this goes for ANY new technology you’re introducing, not just Zoom. Here are the 7 steps if you happen to be using MURAL.
1. Be prepared to participate. If your background and bandwidth permit, please plan on leaving your webcam on during our time together. It’s easier to have a discussion with people if you can see their faces. If you have one, a good headset will enhance your experience.
2. Test your internet speed. Click this link: http://www.fast.com You should have at least 10 Mbps, and ideally above 20 Mbps.
3. Make sure you’re using the right version on the right device with the right browser. Please participate using a laptop or desktop computer using Google Chrome, Microsoft Edge, or Mozilla Firefox. MURAL won’t work on Internet Explorer, Safari, or Opera. Do not use an iPad or smartphone.
4. Watch this how-to video. This video shows MURAL’s controls and features: https://www.youtube.com/watch?v=sPydNxrmmLI
5. Read this one-page quick start guide. This link will give you a quick overview of everything you need to know about MURAL on one page: https://www.survivingthehorrorbook.com/s/MURAL_QuickGuide_LizardBrain_28042020.pdf
6. Play in the sandbox. Follow this link to a MURAL you can experiment with: https://app.mural.co/t/lizardbrainsolutions/m/lizardbrainsolutions/1581557656156/d6b620d686b04da5a244e32820a2e70dc921a5d7
7. Check out the technology’s website for FAQs and advanced features. MURAL’s help center is fantastic for resources and how-to’s: https://support.mural.co/en/
…and here’s the same 7 steps for Google Docs.
1. Be prepared to participate. If your background and bandwidth permit, please plan on leaving your webcam on during our time together. It’s easier to have a discussion with people if you can see their faces. If you have one, a good headset will enhance your experience.
2. Test your internet speed. Click this link: http://www.fast.com You should have at least 10 Mbps, and ideally above 20 Mbps.
3. Make sure you’re using the right version on the right device with the right browser. Please participate using a laptop or desktop computer using Google Chrome, Microsoft Edge, or Mozilla Firefox. Do not use an iPad or smartphone.
4. Watch this how-to video. This 4-minute video shows Google Doc’s controls and features: https://youtu.be/s6V_h43-BIY
5. Read this one-page quick start guide. This link will give you a quick overview of everything you need to know about MURAL on one page: https://www.survivingthehorrorbook.com/s/GoogleDocs_QuickGuide_LizardBrain_20042020.pdf
6. Play in the sandbox. Follow this link to a Google Doc you can experiment with: https://docs.google.com/document/d/1bdrRo60LX0m4oVVfjzlz6Fiemrt-3sfhQu8eaPoAhao/edit?usp=sharing Note: Testing Google Docs is especially important because many organizations have internet restrictions that prevent its use.
7. Check out the technology’s website for FAQs and advanced features. Google Docs’ help center is fantastic for resources and how-to’s: https://support.google.com/docs/topic/9046002?hl=en&ref_topic=1382883
However you choose to prepare participants, make sure they understand that if they take time to prepare, the group time will be saved for group work. I like to state explicitly in meeting invitations, “I’m asking you to spend a little time getting comfortable with the technology prior to the meeting. That way, when the meeting starts, everyone will have a good working knowledge of how to use the tools for participation. We’ll be able to minimize our start up time and get to the substance of our meeting right away. So before the meeting, please get in some practice time using the tools.”
Bonus: If you are especially concerned about participants’ ability to use the technology, you can offer to hold a live practice session using the tools.
Warning: Despite your best efforts, count on someone not doing the prep work. If you know the group, you might have a good idea who may need a little extra cajoling.