Learners will develop the skills to schedule, host, and participate in virtual meetings.
Unit Learning Outcomes
Be able to setup and schedule virtual meetings.
- Technology (will vary in context): software application or web client, (Skype, Zoom, Microsoft Teams, Google Hangouts, GoToMeeting), learners need to be aware that they can join a virtual meeting or webinar without downloading any plugins or software (web client), but they need to understand that the web client has limited features and only functions on certain browsers (Google Chrome, Mozilla Firefox, and Edge), hosting/participating through a web client may also need an account.
- Invite participants, meeting link (URL), meeting details, passwords etc.
Select appropriate technology to set up a virtual meeting.
Schedule a virtual meeting.
Be able to host, participate and manage virtual meetings.
- Learners must demonstrate the ability to host and participate in a virtual meeting with a level of independence, following procedures to ensure safe and secure use, and should display clear communication skills, consistently demonstrating appropriate eye contact and body language and using appropriate language, behaviour, netiquette, respect for others, non-disclosure of information, managing/acting on inappropriate behaviour, reporting security threats/breaches.
- Host virtual meetings: carry out checks: latest version of the software, check privacy settings, check for any limits on number of participants,check for any restrictions on length of meeting, arranging meeting: plan resources (time, location, participants, and equipment), set as recurring meeting, add meeting to calendar, and invite participants, meeting settings: set to mute participants on entry, set/unset video for participants on entry, disable/enable file transfer during meetings, set screen sharing to host only, enable/disable join before host, set so only authenticated users can join, enable/disable password required, enable annotation.
- Participate in virtual meetings: join meeting with or without video enabled, follow agenda, raising of electronic hand to ask to speak, use of chat or messaging, use mute when not speaking, share links (if permitted), check background is appropriate when using screen sharing, check background is appropriate when using video/sound, apply settings if away from meeting, leave meeting when appropriate.
- Safety: use of required password or meeting ID, disable file transfer during meetings, set screen sharing to host only, avoid inappropriate disclosure of personal information, respect confidentiality.
- Respect for others: use of joining instructions for participants, use of mute on entry to meetings, participants to remain mute until authorised to speak/contribute, electronic hand raising, be aware of background when using video, use appropriate language, respect others’ contributions, legal and cultural issues.
- Tools and techniques: whiteboard, video streaming, two-way audio and video, record meetings, playback meetings, private text chat, presentation streaming, electronic hand raising, messaging, screen sharing, virtual background, send invitations/meeting instructions, read/respond receipts, schedule meetings, record meetings, chat (private, group), share screen/remote access, emojis, breakout rooms, personalise background, create polls, remote access request.
- Local guidelines: set by meeting host/employer or organisation, follow agenda, enter/leave meeting appropriately, requesting approval to share screens/remote access, file transfer permissions.
- Outputs: Meeting recording, files/links/annotations/notes made in meeting (save or print out), saved chat, minutes (if applicable).
- Check internet connection, check Wi-Fi, check mute/unmute, check video, check sound, check cables, check whether video or audio meeting is more appropriate, check files are appropriate before sending/sharing, check headset, check camera, check microphone, mute a participant if appropriate, remove a participant if appropriate, mute all participants if appropriate, deal with uninvited participants, deal with inappropriate content, use help, use diagnostics, know who to report any issues to.
Host and participate in virtual meetings safely and with respect for others.
Use appropriate tools and techniques to interact in virtual meetings following local guidelines.
Record outputs from virtual meetings.
Identify technical issues and respond appropriately.