The following information is to provide technology and interpersonal communication tips to help you prepare for a successful web conference meeting or event.

Working with the Technology

Take time to get to know the tool you are using

• See Zoom and MS Teams for information on downloading the applications
• Configure your settings in Zoom and MS Teams
• For the best meeting experience use the application. Use the browser if you are not able to join via the application
• Update your application regularly

Ensure a solid connection

• When able, connect your device via ethernet. If connected wirelessly it’s ideal to be near your wireless access point.
• Make sure your network is not overloaded with multiple devices. Streaming TV and movies is bandwidth intensive.
• Test audio and video settings and any external devices (headset/microphone) you might use. Be prepared to change audio/video settings during meetings if there are issues.

Note: For more information review Zoom FAQs and MS Teams Getting Started

Getting the most out of your virtual experience

General Tips

Use George Mason-Licensed Accounts
Protect yourself from liability, make sure those you are collaborating with are authenticated, and access all the features.

Profile, Presence, and Pronouns
Select an image and your pronouns for each tool you are using. Make sure the images used are meaningful and appropriate. Your presence should accurately reflect your availability.

Security & Accessibility
Review how to collaborate securely with each tool you are using. Review retention policies and accessibility standards.

Promote Well-Being & Empathy
Try to introduce “walking meetings” or find ways to introduce movement or meditation into meetings. Be considerate of other’s perspectives and circumstances.

Minimize Distractions
Consider your audience and how best to avoid background noises and interruptions. Certain audio settings will minimize background noises. Disable notifications on your devices.

Share Video
When possible, share your video or use a customized Avatar. Blurred or virtual backgrounds can be used for privacy. Test your camera angle and lighting.

Take Turns Speaking
Utilize the raised hand icon to ensure people do not talk over one another. Mute when you are not actively speaking and unmute when it’s your turn to speak.

Be a Host with the Most

Help your audience feel more comfortable in the hybrid or virtual meeting.

Set Expectations
Let the audience know what they should expect from you, and what you expect from them.

Purposeful Meeting Time
Try booking in a way that allows time between meetings. For longer meetings, budget time for a short break.

Give a Tour/Demo
Ensure your audience knows where key functions can be accessed, and what they should expect during the meeting.

Let the Audience Practice
If you plan to ask attendees to use certain features, build in time, or an activity to allow them to practice first.

Prepare to Share (but not too much)
Ensure you’ve closed other tabs and only share the application or a specific window, versus your whole screen.

Choose the Right Tool
Consider the features of the different tools and if your audience has specific preferences on where they like to collaborate.

Participate Like a Pro

As a participant, there are several things you can do to make the experience useful and meaningful.

Mute Audio
When you aren’t speaking make sure your audio is muted. Mute video if the attention needs to be on the speaker.

Actively Engage
Use emojis, reactions, chat, and Q&A when appropriate. Avoid multitasking. Use presence and status messages to show you’re busy.

Active Listening
If appropriate share your video so that others can see you are participating. Make sure to stay actively engaged while your video is on.

Be on Time
When possible, try to join a few minutes early so you can adjust your settings. Let the host know if you will be late or need to leave early.

Practice Empathy
Allow space for other’s perspectives and circumstances. Communicate your perspective calmly and clearly.

Meeting with a View
There are several options for viewing the speaker and content shared. Toggle between views and use the zoom feature for content.

Additional Resources

For more information on using web conferencing tools more effectively see the following resources:

Technology Resources

Microsoft MS Teams Help Center: Microsoft’s Support page offers a variety of knowledge articles, videos, and other resources to help you get started using MS Teams.

Note: Some features may be different or disabled due to how the service is configured at George Mason.

Zoom Support Help Center: Zoom’s Help Center has knowledge articles, videos, and other resources to help you maximize your Zoom experience.

Note: Some features may be different or disabled due to how the service is configured at George Mason.

Stearns Center for Teaching and Learning: The Stearns Center for Teaching and Learning is a hub for promoting teaching excellence and innovation. Housing the staff from Digital Learning and Teaching Excellence, the Center is a one-stop destination for all George Mason faculty and graduate students seeking to explore and test new ideas for teaching methods and techniques including online course delivery and integrated instructional design.

University Resources

Workplace Coaching: George Mason’s internal Workplace Coaching Program provides university faculty and staff the opportunity for personal and professional growth. Coaches partner with a coachee to facilitate awareness, clarity, accountability, and action toward desired outcomes.

Emerging Leaders Supervisor Series: The Emerging Leaders Supervisor Series supports participants as they learn tools and strategies to grow their self-awareness, relationships, and communication skills.

Organizational Development and Learning: Organizational development is the process we use to focus on strengthening George Mason’s capabilities through the alignment of strategy, structure, people, rewards, metrics, and management.

Toastmasters Club: George Mason University Toastmasters Club (GMUT) is a public speaking and leadership-driven organization providing its members the opportunity to meet for an hour each week to practice public speaking and presentation skills in a supportive environment.

Linked-In Learning: LinkedIn Learning is an online learning platform enabling individuals and organizations to achieve their objectives and aspirations. Learn more about everything we discussed today.

The Collaboration Collective: A team for George Mason’s collaboration technology users to communicate with their peers and discuss new features, best practices, and other topics of interest about the following ITS-supported collaboration tools.