Conducting Remote Meetings

To better accommodate the various needs of City staff, several meeting applications are available to you to conduct remote meetings.

Microsoft Teams

Microsoft Teams provides a single space for City staff to hold online meetings, place calls, chat, and collaborate on files, and more. Teams can be used from a web browser, desktop application, or mobile app. Learn more.

Webex Meetings

Webex Meetings is an online meeting tool that allows City staff to connect via a smartphone, the web, or other video-enabled devices. Meetings also include an audio conference line as an optional way to call in by phone. Webex can be used from a web browser, desktop application, or mobile app. Learn more.

Zoom

Zoom is an online meeting tool and it can be used from a web browser, desktop application, or mobile app. You do not need a license to join Zoom meetings. If you are a meeting host and one of the above solutions is not adequate for your use case, please contact the IT Service Desk to inquire about licensing. Learn more.

GENERAL TIPS FOR ONLINE MEETINGS

Help New Users

If you are inviting clients or other external parties to your meeting, don’t assume that they’ve used the application before. Help them avoid any bumps in the road by sending them to this documentation.

Get There Early

Start your meeting a few minutes early, especially if you have invited clients or other external parties. This will give you time to join and prepare for your meeting.

Help Using Headsets

If people experience difficulties when using their headsets, use the Chat panel to help them get connected. It could be that their microphone and headset have not been configured correctly, so start here.

Turn Your Video On

Video makes for a much more immersive meeting experience and aids communication. If you, as the host, turn your video on, it will encourage others to do the same.

Mute Your Audience

To avoid noise disturbances at any time, you can choose to mute everybody at once or on an individual basis.

Record the meeting

Make sure no one misses the important details. Record the audio and the presentation.

Keep Attendees Engaged

Keep your session engaging by asking questions, giving the floor to others and encourage everyone to turn their video on. Share your application to show the meeting agenda, presentation, actions, etc, and refer to it regularly to drive discussion and boost participation.