With the current COVID-19 pandemic it is clear that meeting in person would be irresponsible meaning that meeting online is the only current option. To make this work more smoothly we will keep details of our best practices on this article.
Meetings will start at the same time and date as they have for years. We will use Google Hangouts as our technology because it requires no software installation.
The Table Administrator will start the meeting about 10 minutes before the scheduled time and handle all the admission details.
At the starting time the Administrator will call the meeting to order and ask that everyone to stop their video and mute their mic.
The meeting will start, as it always has, with the Administrator putting out anything that applies to the group as a whole.
If you are the Speaker
You need to watch the video and mic status. If the mic or video goes active please call on that person as soon as you can.
If you are NOT the Speaker
Turn off your video and mic except when you want a dialog with the speaker.
Left is a muted mic and right is active mic (call on them)
This is a listener:
Active video – this means they want to talk –
Following these rules will keep your local bandwidth use to a minimum for everyone. A member that is joining from home may have limited service and that maybe a reason for them to keep the video off even if they are talking.
The administrator will end the meeting at the agreed to time, as we have always done. At the point everyone is welcome to leave. If you wish to continue the conversation you can feel free to do so. The administrator will stay until everyone leaves because their exit closes the meeting for everyone.
A few words about security. Our meetings are NOT recorded and we plan to keep it like that. It is impossible to ensure perfect security. We authorize only people that we know to enter the meeting. Guests have to be cleared in advance and will be put on then meeting calendar event.
As we gain more experience with this technology use for our meeting this article will be updated.
Any questions email firstname.lastname@example.org