Remote planning meetings

Video conferencing works extremely well for planning meetings as there is a clear focus to the agenda. A Firefly Client Experience Team member will host and conduct the meeting but there are a few things that you can do to help ensure it all runs smoothly.

There should be a clear point of contact at the school - usually the project leader. This person should:

  • ensure that the technical details have been put in place
  • have access to a phone in case there is a need for quick contact
  • supply a list of names of those present with titles and email addresses
  • help conduct the meeting on the school side, checking that all can hear and take part effectively

Technical

Video

Please use video wherever possible. It really helps us to see who you are and put faces to names. We will also provide a video stream from our side. The only exception to this is if the bandwidth is struggling, in which case switching to audio only may improve the quality of the connection.

Audio

Please set up some external audio speakers so that everyone in the room can hear well. The seating arrangement should be such that everyone at the school can be picked up clearly by the microphone.

How to connect

All the options below are free. The Firefly team member hosting the meeting will send an invite shortly before the meeting begins. Before that, it is important that you have installed one of the services below and let us know which one you intend to use.

Zoom

This is our preferred method.
Go to http://www.zoom.us on the device from which you would like to conduct the meeting (iPad, tablet, PC or Mac). Find the download link at the bottom of the page and install the Zoom application. You can test the microphone and video settings by starting a meeting.

Gotomeeting

It is possible that Gotomeeting might already be installed on the device you would like to use. If so, please let us know and we can also use gotomeeting to contact you. If it is not installed, then try installing Zoom.

Skype

This is a useful fallback in the event that one of the other methods does not work. Please ensure you have Skype installed and that someone is logged in who can be connected to.