Educational Technology is compiling a list of some best practices for when it comes to using Teams during video call meeting and more. This list will be updated frequently so be sure to check back often. If there is something that you think we should add, please let us know.
Tips to Take Before a Video Call Meeting:
- Keep your Teams updated
- Practice hosting a video call meeting before you do the real meeting to test out your equipment and space to troubleshoot any errors. A colleague or student can help to test the call. You can also use the test call feature in Teams to make sure that everything is properly hooked up (see image below).
- Familiarize yourself with the Teams interface
- Practice the features available during a video call meeting including recording, sharing your screen, and using the chat.
- Create a backup communication plan in case you or your participants have trouble connecting to the meeting. The backup plan might include the following: connecting to the meeting through a different device, collaborate through an online collaboration tool (i.e. Word Online) and record the meeting.
- Choose a trusted colleague or student (i.e.TA or CDA) to monitor the chats for you while you are doing the discussion.
Tips for During the Video Call Meeting
- Adjust the meeting settings ahead of time to ensure that participants have their mics muted when entering the call.
- Use background blur and background effects (only on Desktop and iOS mobile) to minimize distractions.
- Ensure that all participants can see and hear other participants as appropriate for the meeting
- Take turns using your video cameras for the discussion to ensure a better call quality
- Establish visual or verbal cues when someone wants to actively contribute to the meeting, this is where monitoring the chats will be useful. This might include using the raise hands feature.
- Provide an agenda to participants which might include an overview of topics
- When sharing a web page, zoom in. Ctrl/Cmd+= will zoom for most browsers.
- Use the chat to help share resources, information, and ask questions during the meeting to limit interruptions.
- Record the video session for others who were not able to attend, if applicable.
Tips for After the Video Call Meeting
- Remind all the attendees to the meeting that chat and video recording (if applicable) will be available afterwards for everyone to access.
- Visit Stream after your video is done processing to get the share code to share with participants via email or Moodle
- Follow up with your participants and others who may have missed the virtual meeting to share valuable links and more.
Tips for Using Private Chats in Teams
- Use private chats for questions with specific people or to ping someone
- Teams private chat is equivalent to any other instant messaging service.
- Name your chats with a specific name to make it easier to find.
- File uploads in the chats are saved to OneDrive. The file automatically uploads to the Chat Files folder in the OneDrive of the person who uploads it and it is automatically shared with everyone in the chat.
- If you already have a chat going with three people and you create a new chat with those same three people, there will be two different chats with individuals in two different conversations. So avoid duplicating chats at all possible.
- Add participants to the chat and decide whether that they get to see the prior discussions
- If you have a lot of people in a private chat (10 or more), it justifies considering creating an Outlook group to create a Team (important for workings groups).
- Pay attention to individuals availability status in Teams to be courtesy when sending a reply to a chat (when applicable).