Online meetings made easy in Primary Care
Course: https://mailchi.mp/91c7c41991ed/videoconferenceprecourse
Why have online meetings
- Transport / distance
- Time
- Remote/home working
- Disability
Types of meeting
- Online
- Hybrid
- F2F
Advantages
- Obvious – cuts out travel time and parking – but these can be big issues
- Increases attendance, reduces the cost
- People can watch the recording if they couldn’t come – don’t even need to be available at the time of the meeting
- Actually superior experience in some aspects – can hear well, shared screen for content, slides, cocreation in documents – these don’t need to be big meetings…
- Sometimes you are enhancing or replacing a big meeting.
- But can replace smaller meetings and telephone calls
What equipment do you need for an online meeting?
You can start and host a meeting with just your laptop with webcam or tablet
If you just want to get started and give it a try. But if you want to run an effective hybrid meeting:
Host
- Space – regular or ad hoc
- Online meeting system: Zoom – https://bit.ly/eGPlearningZoom
- Data – 2gb broadband minimum 3G
- Laptop/ desktop ideal:
- Processor: minimum with 1ghz processor (however I would recommend at least an i3 2 ghz processor or higher)
- Memory: 2gb ram minimum 4gb ram ideal or more.
- Hard drive space: If you want to record your meetings then you will need approximately 1gb hard drive space per hour of meeting time recorded.
- Webcam
- Logitech C920HD- https://amzn.to/2m7y7vd
- Owl meeting hub: https://amzn.to/2RlxKcZ
- Microphone
- Omnidirectional: https://amzn.to/2m7wGwP
- Blue Yeti Microphone: https://amzn.to/2nOYwOV
- Projector or TV
- Speaker
- Beetron: https://amzn.to/2slrqbB
- Anker Soundcore 2: https://amzn.to/30LXItm
- Stands
- Gorilla pod- https://amzn.to/2OmDpOz
- Manfrotto tripod: https://amzn.to/2n7sVHQ
- Switchpod: http://bit.ly/2RFche6
- Connectors
- USB 3.0 multiport: https://amzn.to/2n9f7MY
- Hdmi
- Usb cables: https://amzn.to/2nJvWhC
- Mini display port: https://amzn.to/2IVJE8Q
Attendee
- Smartphone or tablet
- Headphones
Course: https://mailchi.mp/91c7c41991ed/videoconferenceprecourse
Other roles
Chair
- Keep timing of the meeting,
- Agenda
- Coordinates people in the meeting room.
Coordinator
- Ensures the tech works
- Screen share
- Coordinates online attendees – hands up!
- Chat
Recorder
- Keeps minutes – separate or on screen
- Action log
Checklist: https://drive.google.com/file/d/1FUo18oEnft1AcSj2lQ5xAox-a10S70vv/view?usp=sharing
Etiquette
Before
- Switch off distractions, notice on the door
- Check battery power
- Test data
- Scan background for items not to be shared ie documents with patient identifiable info, open windows etc
- Use headphones if an attendee
During
- Press record
- Introduce yourself
- Ground rules
- Establish chair, coordinator, minute taker etc.
- Mute microphone if not speaking
After
- Share recording of the meeting – server /private youTube/ podcast. Playback hack.
- Confirm actions and attach minutes if kept
- Establish next meeting if appropriate
- If the first time, enquire how to make it work better.
Course: https://mailchi.mp/91c7c41991ed/videoconferenceprecourse
Certificate of engagement for apprasial: https://drive.google.com/open?id=1sxnKLTkZet1fADJW4_INVRtARb0PzdE7
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