Topics Map > Operational Support Resources > 4.3 Communications & Stakeholder Engagement > 4.3.3 Meeting Best Practices
Communications - Virtual Meetings - Extension Best Practices
The Division of Extension recommends the following best practices for employees who schedule virtual meetings.
- The following are virtual meeting best practices developed by Educational Technology Support and Extension Human Resources.
- Employees scheduling virtual meetings (e.g. Zoom) are encouraged to review these best practices and modify their calendar invites as appropriate.
Extension Meetings Best Practices
Shorten Meeting Length
- Shorter meetings result in transition and processing time between meetings.
- Meetings typically scheduled for 1 hour should be re-scheduled for 45-50 minutes to have time in between meetings.
- Leverage scheduling tools in Outlook to reschedule the duration of scheduled meetings.
Encourage Phone Only and Walking Meetings
- When the agenda topics allow, schedule meetings using the phone number options.
- For meetings that are scheduled with a phone number option, encourage meeting participants to walk or engage in other activities (that allow them to listen) while they are called in.
Encourage Meeting Best Practices
- Conduct meetings following best practices. Set agendas and have target meeting outcomes. When the agenda is finished and outcomes have been met, end the meeting.
- Communicate meeting best practices to staff through articles and other regular communications.
- Encourage "Water Cooler" social gathering that promote social interaction and communication between coworkers.
Set Expectations for When the Camera is On or Off
- Some meetings require active participation that is best served by having a camera on during the meeting. These are typically smaller group meetings where interaction with other attendees being seen is important.
- Large meetings may not have the same interactions or expectations for interaction.
- Expectations should be set at the start of the meeting so that all participants are aware of what is expected.
- Zoom Virtual backgrounds may also be used to provide a level of discreteness for those concerned about the background of their video.
Schedule Fewer Meetings
- Not all meetings need to take place via video conferencing, and maybe a meeting does not need to take place at all.
- A phone call, email, or instant message (e.g. Teams) may be an appropriate alternative.
- Need help with implementing these best practices? Register to attend ETS Office Hours for training and support.
- Any other questions related to these best practices? Contact email@example.com.
- If you have any articles or best practices you would like included here, please contact firstname.lastname@example.org.