Inclusivity is essential for a successful remote and hybrid environment. Here are a few tips when conducting meetings with both remote and on-site colleagues.
When responding to Google calendar invitations, indicate how you plan to attend the meeting. Google has recently added the ability to include “Yes, in a meeting room” or “Yes, joining virtually.” Virtual attendees will have a conferencing icon next to their name in the calendar invitation.
- Right now, this functionality only exists when responding to events within Google Calendar. If responding to invitations through email, select “View on Google Calendar” or “More options> Add note” to open this invitation in the calendar and respond accordingly.
Make sure the meeting agenda and resources are attached to the calendar invitation and are shared with participants before the meeting starts.
When meeting with people on site and virtually, consider having each user use their computer for video (except when meeting in conference rooms equipped with video conferencing equipment). To avoid audio feedback, make sure only one user has audio connected in the same space. Use a conference room phone if available.
Turn on auto-transcription at the beginning of each meeting for the best attendee experience. As we develop the habit of enabling this useful accessibility feature, we encourage attendees to remind meeting hosts to enable live transcription if not yet enabled to preemptively accommodate attendee’s needs.
- Visit this AskDeac article to learn how to enable auto-transcription during a meeting.
- To remember to enable this feature, consider setting a reminder at the beginning of each meeting, writing a note at the top of agendas with a reminder, or scheduling time on your own calendar for set up before the meeting starts as part of your pre-meeting routine.
Make sure any conversations that occur on site after the video conference ends are documented in the minutes for remote participants.
For ease and efficiency of scheduling meetings, make sure your Google Calendar is up to date with the following:
- Note when you are working remotely or on campus. You can add a weekly working location routine or update your location as plans change.
- Block time on your calendar to accommodate travel. Ensure your calendar is shared with the appropriate people so they can see this information.
Learn more about using Google Workspace for enhanced collaboration and productivity.
Wake Forest University campus members can request consultation from the IS Multimedia Team for virtual and hybrid University events. The number of hybrid attendees and the level of interaction required among the participants will impact the cost, complexity, and technology required for the event. Complete the Common Requests to request a Consultation for a Fully Virtual Event or Consultation for a Hybrid Event to connect with a Multimedia Specialist.