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Meetings via Technology

8 foolproof tips to continue your good work and run your online meetings safely during COVID

Authored by:

iClick2Learn Team

Table of Contents

Can You Protect Your Members AND Your Organisation From Covid-19?

You’ve cancelled your committee meetings because of Covid-19. But you’ve still got legal obligations to meet regularly. Do you choose your members’ safety or protect your organisation? 

Social distancing is keeping your members safe, but keeping your organisation alive might be another story. Without the connections to your committee, how will you keep members engaged and your organisation relevant?

And then there’s legal obligations. If you’re incorporated, there will be legal consequences if you forgo committee meetings. And does your constitution allow for virtual meetings? We’ve got some great tips for you in the below video. 

You can also check your legal obligations for NSW [pages 11-13] or, for all other states and territories you’ll need to contact your local authority listed here

Now, what about navigating the technology?

Don’t panic! I’ve got you covered. Today you’ll learn about the hidden resources most people don’t know they have, and 8 foolproof tips to run your online meetings like a pro! 

Staying Protected and Connected by Phone

So, how do you stay protected and connected? Easy, you make a call! But how do you call everyone at the same time?

I interviewed our specialist, Kellie from Dubbo Filmmakers, for advice. “Our… members could feel forgotten or neglected and our organisation would lose its meaning and relevance… [So,] don’t forget to ask your membership how they would like to stay involved in these challenging times”.

“We don’t want our members to feel forgotten or neglected in these challenging times, or for our organisation to lose focus of its purpose. I also invite our members to tell me how they want to stay involved.”

Checking in with your members isn’t easy when you’re phoning them one at a time. But, did you know your mobile phone can call multiple people at once? How, and how many, depends on whether it’s an iPhone or Android. So I researched both for you (because I’m nice :P) :If you have an iPhone check out these really easy instructions from Bell.com

For android check out this step by step guide from Tech Boomers 

Kellie says “When I use my iPhone, there’s no additional software needed. You can have up to five people on the same call. But lots of communication is non-verbal, so we miss those things like smiles, frowns, quizzical expressions. So, l also use video conferencing because you can see and hear people”.

Staying Protected and Connected by Video Conferencing

I know, it sounds daunting. When I first heard I had to write about this, my tech-phobia went into overdrive! Video conferencing is for tech-wizards and people in movies, isn’t it?. But honestly, I didn’t realise how simple (and free) it is. 

Kellie uses “Zoom because it is easy and there’s a free version. Seeing people in an online meeting helps our members feel more engaged and connected, very important in times of isolation.”

So how do you Zoom?

You can use any device connected to the internet like your phone, tablet or laptop. 

Either download a free app from your app store (or from zoom) or use zoom through your browser. Here’s some handy instructions to Zoom through your browser, courtesy of the University of Minnesota.

“Your organisation can create a free account with Zoom. It’s best if the person hosting the meeting creates the account. The host then schedules a meeting in Zoom and emails the participants a link. The participants click on the link 5 minutes before the meeting.”

The free version has a 40min limit for conferences, but Kellie has a trick to get around this. “Take a break, then send another link to join a new meeting. Alternatively, upgrade to a paid version.”

Follow this link if you’re ready to create a Zoom account?

What if I don’t want to use Zoom?

No worries! I consulted the tech-wizards at howtogeek.com to give you options to fit your organisation. Check out their list of best video conferencing programs.

But “Using technology to hold meetings for the first time can be challenging and frustrating” warns Kellie. So, read on for the Kellies 8 tips for running your virtual meeting like a pro!

How to Run Your Virtual Committee Meeting Like A Pro.

I know, it sounds daunting. When I first heard I had to write about this, my tech-phobia went into overdrive! Video conferencing is for tech-wizards and people in movies, isn’t it?. But honestly, I didn’t realise how simple (and free) it is. 

Kellie uses “Zoom because it is easy and there’s a free version. Seeing people in an online meeting helps our members feel more engaged and connected, very important in times of isolation.”

So how do you Zoom?

You can use any device connected to the internet like your phone, tablet or laptop. 

Either download a free app from your app store (or from zoom) or use zoom through your browser. Here’s some handy instructions to Zoom through your browser, courtesy of the University of Minnesota.

“Your organisation can create a free account with Zoom. It’s best if the person hosting the meeting creates the account. The host then schedules a meeting in Zoom and emails the participants a link. The participants click on the link 5 minutes before the meeting.”

The free version has a 40min limit for conferences, but Kellie has a trick to get around this. “Take a break, then send another link to join a new meeting. Alternatively, upgrade to a paid version.”

Follow this link if you’re ready to create a Zoom account?

What if I don’t want to use Zoom?

No worries! I consulted the tech-wizards at howtogeek.com to give you options to fit your organisation. Check out their list of best video conferencing programs.

But “Using technology to hold meetings for the first time can be challenging and frustrating” warns Kellie. So, read on for the Kellies 8 tips for running your virtual meeting like a pro!

 

Hold Your Committee Meeting Online and In-Line!

Conclusion

Now you know how to use your phone or internet for virtual meetings, you can hold your committee meetings without putting your members at risk. Soon you’ll be regularly connecting, working together and fulfilling your legal obligations. And, with Kellie’s 8 easy tips, your meetings will be as smooth as freshly washed hands!

So, what are you waiting for? Get Zooming (or whatever one you choose)!!!

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