Summary
In addition to most classrooms, many of our event and meeting spaces allow remote users to connect via Microsoft Teams and Zoom (for Graduate level courses). This page has recommendations to ensure an effective hybrid meeting.
Body
In addition to most classrooms, many of our event and meeting spaces allow remote users to connect via Microsoft Teams and Zoom (for Graduate level courses). . Please follow the recommendations listed below to ensure an effective hybrid meeting.
Before the Meeting
Book a room
If your meeting needs to have a hybrid option that allows remote participants to attend via Zoom, it's essential to let Conference and Event Services know you are looking to reserve a room that is video conference capable.
- For larger meetings, the only two room choices are:
- Meehan 103
- McCarthy Auditorium in May Hall
- Almost all classrooms have the necessary audio and video hardware to support a hybrid meeting.
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Create your meeting and review settings.
In Microsoft Teams
- Go to Teams
> Calendar 
. Then, select + New meeting.
- Mute all on entry to avoid unwanted noise/interruptions.
- Begin recording at the start of the meeting, and set a calendar reminder so you don't forget to start the recording.
- Make participants aware if you are recording your meeting
- Announce you will start the recording when most or all of your participants are in the meeting.
- Everyone in the meeting gets notified that recording and transcription have started by Microsoft Teams.
- If possible, place a visible sign that states that the meeting is being recorded so that if someone arrives late to the in-person meeting, they can see the sign.
- Consider co-hosts for the meeting to help you manage things.
- These people can be invited to the meeting and given special privileges using the Alternative Hosts field.
- Alternate Hosts are also a good idea if you might be late or unable to run the meeting.
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In Zoom
- Log into https://stonehill.zoom.us to schedule and review your meeting settings.
- Enable your waiting room to ensure you let in only the people you want to your meeting.
- The Zoom Security button allows you to easily disable the waiting room for meetings that are not needed.
- Mute all on entry to avoid unwanted noise/interruptions.
- Record the meeting automatically, so you don't have to worry about clicking the Record button after your meeting starts.
- Make sure you save the recording to the cloud, not the computer.
- Make participants aware if you are recording your meeting
- Announce you will start the Zoom recording when most or all of your participants are in the meeting.
- If possible, place a visible sign that states that the meeting is being recorded so that if someone arrives late to the in-person meeting, they can see the sign.
- Zoom will announce to all those online that the meeting is being recorded, to both those present and to those who join later.
- Consider co-hosts for the meeting to help you manage things.
- These people can be invited to the meeting and given special privileges using the Alternative Hosts field.
- Alternate Hosts are also a good idea if you might be late or unable to run the meeting.
- Is the meeting open to the public? Or is participation voluntary? Consider using the Registration feature so that people have to provide information about themselves before accessing meeting info.
- Registration approval can be done automatically or manually!
- Disable screen sharing for everyone except the presenters.
- The host can grant these permissions during the meeting using the Security Button at the bottom of the Zoom window.
- Disable annotation in the settings so no one but the presenter can write on the screen.
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Visit the meeting location.
- If you are not familiar with the room or technology in the room where the meeting is held, we recommend visiting the space before your meeting and getting acquainted with the area and the technology.
- Please contact the IT Service Desk at (508) 565-1111 or service-desk@stonehill.edu to schedule an IT staff member to meet and help familiarize yourself with the room technology.
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Practice
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The Day of the Meeting
Arrive early and get set up
Before participant arrival, getting yourself set up and signed in is a good idea. This allows you to work out any technical troubleshooting before you begin engaging with others. It's also important to know the following and have them set:
-
Audio Considerations
- Most rooms are equipped with a high-quality speakerphone that allows remote participants on Zoom to hear the host and other participants in the room.
- Ensure your Microphone is set to the Echo Cancelling Speakerphone (Aver VC520Pro) if you are in a standard classroom or meeting space.
- If you are in a space without a speakerphone, you may need to select the appropriate USB speakerphone you acquired on loan from the IT Department.
- Do not use the integrated microphone on your laptop for meeting audio since remote participants find it difficult to hear anyone other than the host.
- Presenters should speak close to the microphone so remote participants can hear.
-
Video Considerations
- An HD-quality, pan/tilt/zoom camera is in most classrooms and meeting spaces. Make sure the video source is set to Aver VC520Pro.
- Do not use the integrated web camera on your laptop, since remote participants will not be able to see anyone besides the host.
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Mute in-room participants
Even though someone may gather in person for your meeting, there's a chance they still join via Zoom, to chat with other participants, share their screen, etc. However, ALL participants will receive massive feedback if they join your Zoom meeting and have their microphone on or volume up on their computer.
- Make sure all in-room participants have their microphones muted.
- Ensure the volume is turned down entirely on all in-room devices.
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Know your meeting controls
In Microsoft Teams
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In Zoom
- Use the Zoom Security button. Hosts and co-hosts of a Zoom meeting will have a Security button that gives them quick access to some commonly used features for managing meeting attendance and privileges, including the ability to:
- Lock the meeting.
- Enable the Waiting Room.
- Hide participants' profile pictures.
- Control participant privileges:
- Share screen content.
- Use the Chat panel.
- Rename themselves in the Participant panel.
- Unmute their audio.
- Turn on their video.
- Annotate shared screen content.
- Remove participants from the meeting.
- Suspend all participant activities, including hosts and co-hosts. Think of this like an emergency brake for your meeting. Once this is done, the host can start turning features back on to get the meeting going again.
- Use the Participant Panel to manage participant audio and video.
- Mute participants. Hosts can mute/unmute participants individually or all at once during a meeting. Hosts can also take away participants’ ability to unmute themselves. For convenience, you can also enable “Mute on Entry” to automatically mute participants’ audio when they join.
- Turn off participant video. If an individual participant’s video is unnecessary or inappropriate, the host can turn it off by clicking the More button next to their name and selecting Stop Video.
- Remove participants, if necessary. From the Participant Panel, you can move individual participants to the waiting room or remove them from the meeting completely. By default, participants who are removed from a meeting will not be able to rejoin. However, this can be changed in your Zoom account settings.
- Use the Chat Panel to manage messaging privileges between participants. If you don't want to turn off the chat completely, but want to limit who participants can send messages to, use the Chat Panel. Click the Options button to select who participants can chat with.
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