Unit2 2 online-meeting guide

Onboarding Virtual Internship Training for Interior Design Students
Guidelines for Productive Online
Meetings
Unit 2. Lesson 2

Introduction
With the development of the Internet, online meetings have become
commonplace. By improving the convenience of applications and evolving the
user experience*, meetings can be conducted more smoothly and easily than
conventional videoconference.
* User experience = Not only easy to use and easy to understand, but also a
concept aimed at guiding user behavior and realizing what the user wants to
do "fun and comfortable“
On the other hand, camera reflection, voice, background, etc. are very
different, and the implementation method is not uniform.

Introduction
Sharing and engaging in online meeting manners
enables more effective meetings and helps to sustain a
vibrant organization.
University encourages active and effective online
conferences. Online conferences are now the standard
around the world. Instead of negatively grasping "it is
difficult to communicate remotely" or "It is not
possible to interact unless you meet face-to-face",
please understand that it is essential to improve the
ability to communicate thoroughly even online as a
faculty member and IT person at the University.
Example: G20 Summit

What is online meeting？
• The meeting consists of participants gathering under a purpose-based proposal
within a predetermined time to exchange opinions and make decisions that are
appropriate for the purpose through discussions.
• Online conferences are a form of conducting meetings in which participants do not
physically gather, but utilize the characteristics of ICT and gather in cyberspace to
communicate interactively.
• Unlike lectures and seminars (webinars) that do not intend to interactive
communication, online conferences require interaction* between participants.
• Keep this difference in mind. * Interaction= Two or more people may influence each
other.
• "Talking to each other," and sending and receiving information to each other can also
be called videoconferencing (short for teleconference, telephone conference),
videoconferencing, teleconferencing, etc.

What is online meeting
Tele Conference Tele Conference
Vision
Tele-conference Television conference
＋＋＋

Purpose of online meeting
Why conduct a meeting?
• Before start your preparation, recognize the purpose of the meeting.
If you do not know, check with your colleague.
Benefits of online meeting
• teleconferencing system that adds not only voices but also facial
expressions and gestures. In face-to-face communication, it is said
that 70% of nonverbal elements such as visual information and
gestures are occupied. Even when face-to-face meetings move to
online meetings, visual elements are an important element of
communication, including mutual impressions and communication.
？

Valuing visual aspects
• This visual element is very important.
• Let's put your face on camera and express
• i.e. visually show you are by nodding
• carefully examine visual elements
1. lighting
2. facial expressions
3. your physical appearance (dress, hairstyle)
4. angles
5. what’s in the background
prepare effective visual information before attending online meetings.

１． Prepare as an participant
As a participant, you need to set up a computer, camera, microphone, and
speaker.
• Secure battery for a computer device
• connect it to an electrical outlet as the battery level can adversely affect video and audio
• Adjust Camera
• In the case of a laptop with a built-in camera, pay particular attention to the position of the
camera.
• If you look up at the camera at the height of your usual computer, you will have a
composition that looks up at your face from below. When photographed from below,
human faces often appear out. Adjust the angle and height of the camera to make sure you
check how you are looking.

• Set up a microphone
• Make your voice easier to hear. Chooses the one with good sound quality.
• Headset (mic + earphone) is more likely to have better audio than built-in
microphone
• Do note that microphones with good sensitivity can easily pick up noise.
➡ Choose the equipment that best fits your environment for the meeting
• Set up a Speaker
• Wearing earphones and headsets can reduce noise, so use them as
needed.
• Don't forget to consider grooming, such as disorders in your
hairstyle when wearing a headset.

• Set up your background
• Virtual background is an option but it has drawbacks
• i.e. When a person with gray hair in a white/grey background uses the virtual background function
the hair may become completely invisible, and blur outline of your face.
• if one can afford to make your background professional, use the physical background instead of
virtual one.
• Sit against the walls or curtains as your background, and pay attention to furniture appearing
within your frame. (i.e. you do not want laundries hanging behind the wall)
• Locate your camera properly
so that you can appear making an eye contact

１． Prepare as an participantーkey points to check
• Pay attention to the lighting to ensure that their faces and the overall
reflection do not darken.
• Be careful with the clothing you wear. It is rude and unprofessional to
participate in a lounge wear just because you join from home.
• When at home, chose a room as quiet as possible without a pet.
• Ventilation is necessary for COVID-19 prevention, make sure that microphones do
not pick up outside noise. Be especially careful in rooms with close roads and tracks.
• When participating from your own seat at an office, care must be taken to
prevent the sound of the surrounding voices and telephone calls.
• It is desirable to participate alone in a sound-shielded private room so that
other people's voices and noises do not enter.

1. Prepare as a host
 The meeting host sends an invitation link and materials to join
the online meeting before the meeting to all participants in the
meeting.
 Test the microphone audio, speaker, screen sharing, and other
movements at least one hour before the start of the meeting when
using the online conference system.
 Make it clear in advance about the roles in the meeting. Specify the
host, facilitator, clerk, timekeeper, and so on.
 Set up a meeting room before starting the meeting to allow time to
resolve any equipment or connectivity issues.
 Optional to set restrictions on participants from sharing the screen.

２．Starting your meeting
• Confirm if they are here and ready
• Check to see everyone's camera turned on
• If any participants have the camera turned off,
ask them to turn it on.
• Whenever possible, interact with all participants to test the audio.
➡ This will increase meeting interactions.
• Manage audio, camera qualities
If more than one person is in a physical conference room
• Consider the location of the camera and where to sit in the conference room so that
everyone's faces are visible. Or, make sure everyone connects to an online meeting to
capture their faces.
• When connecting to online meetings on multiple PCs at close range, care must be taken
when handling microphones to avoid howling.
• Use a headset to ensure that your voice does not enter someone else's Microphone, and
care that others' voices do not enter your Microphone.
• Do not turn on multiple Microphones /open speaker.

• Confirm recording policy
• It is important for hosts and leaders to discuss whether or not to
record the meeting and to finalize the policy.
• Confirm Name information
Make sure your names shown in the screen (affiliation and name in
the case of external meetings) to clarify who is participating.
REC

• Set a back channel* and inform participants in advance in case the
online meeting connection is interrupted
• Back channel means an alternative communication method
• e.g., please contact me via WhatsApp when the connection is lost.
• Back channel tools include Slack, LINE, phone, and email.
• Consider in advance what is most accessible to participants.
• Make House-keeping announcement
• Before you begin a discussion, share rules such as whether you should raise your
hand as shown on camera when you speak, whether you want to use the online
conferencing system features, or allow questions to be posted in chat.

３．During the meeting
• Pay attention to communicate effectively
• If you have many participants in other locations, share the rule of mentioning your
name once before speaking. This makes it easier to identify who is talking.
• Ask them to be clear who they are asking. Online collaboration tools such as
Google Docs can be used as whiteboard that all participants can share and interact
with.
• Consider what is accessible to participants.
• Restrict participants from chatting or emailing
during meetings unrelated to meetings.

Pay attention to communicate effectively
• If a participant exits an online meeting, tell others that.
• As the facilitator of the meeting, proceed with discussions in accordance with the agenda, agenda, and
"speaking at the meeting," and be careful not to let the discussions fall off the agenda.
• Unless a proposal has been decided in advance, the facilitator must control it so as not to become "a
single participant's place."
• Facilitators should always keep an eye on all participants and, if there are participants who have not
spoken out, order and express their opinions as necessary.
• You should also always check to see if there are any participants raising their hands.
• There are ways to raise hands as if they were shown in images, or to use the "raise hands function" of
the online conference system. It is better to be able to respond in a variety of ways.
• Online meetings have limited communication elements than face-to-face meetings, so try to create a
mood that welcomes each other more than usual and encourages positive comments from
participants.

• Manage audio quality
• Mute the audio when you don't speak.
This prevents noise such as coughing, operating noise,
and squeaking in the chair from disturbing others.
• without headset, microphone will pick up the audio spoken by other people
and hear it howling.
• If more than one person is gathered in the physical conference room, pay attention to
the handling of the microphone and try to avoid paper noise.
• Speak slowly and clearly in the normal voice size. In an online conference system,
there may be a slight transmission delay, so wait in time during the conversation.

• Remark after someone else's completes speaking.
• Many online conferencing systems have a voice-activated switching function that
automatically moves the video to the speaker and displays the speaker on the screen.
• overlapping audio may confuse the listener.
• Avoid sudden/quick movements. Depending on the communication speed,
block noise* may occur and may appear choppy.
• *Block noise = A type of "noise = visible noise generated in digital images, and the
boundary of the image becomes like a mosaic.
• Participants should be able to see their facial expressions on the camera.
Configure your camera location so that you can align your eyes to the camera.
• Make your reaction to the speaker bigger than usual.
• For example, if you nod, nod broadly and
understand your intention to agree through the camera.

４．Using features on online meeting software
• There are several ways to display approval at the time of a vote: For
example, zoom adds functions such as "applause" and "raise hands", and
there is an icon on the screen. Use it as needed.
① In the video, make a circle with both hands,
or actually show a large palm and raise your hand,
and show your approval.
The chairman confirms it by the image.
② The host confirms the online conference system's
"raise hands" function.
③ Write down in the chat using the chat function
• In a public organization, we may have to keep a record of our votes. For that
purpose, be sure to record the meeting and leave evidence of the number of
favors, opposition numbers, abstentions, and so on.

４．Using functions in the meeting software
Example）Zoom’s function “raise hand”
Other response can be made as well

５．Closing the meeting
• After the host-facilitator declares the end of the meeting, the
participant leaves online. Instead of leaving silently, say a word
and leave.
• Greetings are in etiquette, as they do when you leave the meeting
room where you usually meet. The host confirms that all
participants have left the room before ending the online meeting.

Breakout room activity:
One by one, turn on camera and microphone
Use the checklist to examine the qualities in
Checklist
 My voice can be clearly heard.
 My name information is appropriately.
 My face is clearly visible and the lightening is not too dark , not too bright
 My eyes looks straight to the camera as if making an eye contact with other
members in the meeting
 The camera captures my face in the appropriate angle.
 (if you use virtual background), my virtual background does not blur the
outline of my face.
 My background looks clean and neat.

Resources
• MIT Media Lab https://www.media.mit.edu/posts/a-few-simple-tips-
for-better-online-meetings-covid-19-edition/
• MIT MEDIA LAB 10 STRATEGIES FOR COLLEGIAL VIDEOCONFERENCING
https://docs.google.com/document/d/1raLzjieDcVtvLU6-
6wi5rS81Odm0UWLGlUeH2RECdDo/edit#
• GEANT Best Practice Guide for Virtual Meetings
https://wiki.geant.org/download/attachments/47909292/geant-
virtual-meetings-best-practice-guide-
v0.2.pdf?version=1&modificationDate=1438700476948&api=v2
• Stanford University IT “Meeting Etiquette Tips”
https://uit.stanford.edu/videoconferencing/meeting-etiquette

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