Guide: How to Plan Web Meetings
2-4 Months before the meeting:
- Select a topic for the meeting and outline a few items for the agenda
- Ask 2 or 3 people to prepare presentations on this topic
- Set up a poll to chose a date.
- We use Doodle because it does not require an account to set up a meeting time poll:
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- Giving people 6-9 options is usually enough.
- The only time we can all meet is 11:00-13:30 UTC in summer and 11:30-14:00 UTC in winter. So only give one choice per day. And enable "Time Zone Support".
- Some people dont like to get up early on Monday or stay late on Friday, so dont bother with those options.
- Run the poll for a only few days - typically over a weekend, so you catch people who may be away one week.
Running polls for longer means the info will be out of date before its over.
- Doodle automatically adjusts for the users time zone, if you enable "Time Zone Support", then you can just need to state yours.
However, I always specify each option in UTC, just to be safe.
- Click 'Schedule an Event', give it a title including "GSICS web meeting" and the topic.
- Choose some possible dates. Typically aim for a Tuesday, but Wednesday and Thursday are also acceptable as options.
- Select some times. We suggest 11:30-13:30 UTC in winter, 11:00-13:00 UTC in summer. (Doodle poll form allows coping the first row to save time.)
- Choose 'Basic Poll' on the next page.
- Then 'You send the invitation'.
- Copy the 'Participation Link' into an email and send it with an outline agenda to
gsics-dev@googlegroups.com, asking people to choose a date within 1 week.
1 week later:
- Select a date when the key participants are available.
- Send an email to TimHewison asking him to set up the web meeting.
- Create a topic page for the web meeting on the wiki using the form below ( available only to wiki users; all others contact either TimHewison or AleksandarJelenak):
- Link this topic page from MeetingsAndConferences ( available only to wiki users; all others contact either TimHewison or AleksandarJelenak).
- Ask presenters to upload their presentations to the wiki page 1 week before the scheduled date.
1 week before the meeting:
15 minutes before the meeting scheduled start time:
- Log into Webex.
- Select the meeting.
- Chair the meeting!
Within 1 week of the meeting:
- Write a short summary of the meeting, highlighting any actions.
- Upload this to the meeting's wiki page.
- Send another email to gsics-dev@googlegroups.com with the link to the summary, checking the actions.
- Take pride in what you have achieved!
--
TimHewison &
AleksandarJelenak