Test out your technology before the start of the meeting. Work with a friend to test the platform functionalities and features.
Opt for video calling. While not everyone loves the idea of video calls, they increase connection and community. When possible, choose video calling for a more personal approach to staying connected. Note that in cases where reception is bad, you may have to switch off video calling.
Start each meeting with an icebreaker where everyone gets to share. If there are a lot of participants, consider using the chat features for people to respond and share.
Stick to set times. Set standard weekly times meetings should take place for consistency. We recommend, keeping with the regular times you had prior to going remote.
Set clear agendas, outcomes, and action items. We recommend using Google Docs as a way of creating living agendas where people can see updates in real time and items as the meeting goes along.
At the end of every meeting, be sure to articulate clear action items and next steps.
Create new roles and rotate responsibilities.
Think about daily and weekly tasks such as taking meeting minutes and rotate these amongst members to stay engaged. Additionally, consider forming new and creative subcommittees that can work on projects in more intimate chat groups.
Get buy-in. Make sure to create space for allowing others to provide thoughts and input. It’s important to ask things like “what do people think of this?” or “does anyone have anything to add?” Be ok with some silence on the other end as some people may need additional time to think.
Meet one-on-one. If you are in a leadership role within your organization, consider scheduling one on one check-ins with other executive board leaders and members. This is a great way to maintain connection and be able to accommodate the different needs of your group.
Centralize organization documents. Consider Google Docs, Slack, or another project management for being able to share information with your organization in a timely, adjustable fashion.
Platforms to Consider
Instructions on downloading Zoom and logging in visit UCLA Zoom Video Conferencing website.
You can start meetings instantly or schedule a single meeting or recurring meetings.
Zoom Features to utilize:
Breakout rooms – assigned by the host(s) of the meeting
Annotate Feature on whiteboard or shared screen feature.
Collaborative communication hub
Slack has various integrations with other platforms including zoom!
UCLA has purchased Slack for the campus.
A game-based learning platform that can be used for trivia games!
Flipgrid is a website that allows teachers to create "grids" to facilitate video discussions. Each grid is like a message board where teachers can pose questions, called "topics," and their students can post video responses that appear in a tiled grid display.
Can be used for poster presentations, fairs, etc and the content remains on the grid!
Free for all
Stream live conversations, demos, workshops via live and save them to your Instagram Stories for others to view later.
Host a Facebook live conversation or stream from Zoom onto Facebook live for a larger audience.
Accessible Virtual Programs and Content
Ensuring all participants can fully access your events is crucial to ensuring an equitable experience for all.
UCLA's ADA/504 Compliance Office has created helpful guides to help you create accessible content and host accessible programs
Overview of ADA & 504 Requirements for Planning Accessible UCLA Events/Meetings
Event planners should include in their materials the following event accessibility statement:
"Please request auxiliary aids/services such sign language interpreters, assistive listening devices and alternate format materials at least 10 working days* before the date of the event you plan to attend by contacting: [name, office, or position] at ###-###-#### Voice, ###-###-#### Fax, E-mail (address) or ###-##-#### TTY (if the contact has access to a TTY). Please specify which part(s) of the event you plan to attend."
For more information regarding accommodations, contact the Center for Accessible Education.