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Unit 6 - Bring meetings online

How to make meetings more effective?

plan them ahead of time

AGENDA - make them living documents / purposeful
how? 
  • post the mission / strategic plan on your agenda (targets your work / reminds you of your purpose)
  • list members for attendance (with contact details? email) ... record of who is commonly there 
  • make the document LIVE - solicit ideas/inclusions for the agenda (but Chair has final say on what gets posted) 
  • solicit / scaffold agenda items  (build in prompts for how to write an agenda item - focus / relevance?) 
  • have a description of each agenda item (links to purpose .. important docs / resources) 
  • have action point (what should come out of it)
  • have time details on actions plan (delegated to who / desired outcome / deadline / shared how?)
  • keep information items separate (bottom of the agenda) unless there are action points attached to them 

What does Google say?

good meeting is one where 
  • meetings are scheduled so everyone can attend
    • shared Google calendars 
  • participants arrive knowing what they need to achieve,
    • shared Google doc = agenda
  • discussions are kept focused and on track
    • shared Google doc = agenda / collaboratively record + check minutes 
  • everyone leaves with a clear understanding of next-steps
  • everyone leaves with a clear understanding of what their responsibilities are for making them happen

Online meetings? With Google Hangout

  • G Suite for Education Hangouts can video call with up to 25 people and they support screen sharing and more.
  • start a Hangout from within Gmail or Google+. 
    • Just open your chat list, 
    • click on the name of the person you want to connect with and a chat window will appear.
    • If they are online, you’ll see a green bar under their name. 
    • Just type your message and click Send.
  • easiest way to schedule future meetings is to select Add Video Call within a Google Calendar event

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