{"id":226,"date":"2020-05-20T13:56:21","date_gmt":"2020-05-20T13:56:21","guid":{"rendered":"http:\/\/blogs.napier.ac.uk\/tbs\/?p=226"},"modified":"2020-05-20T13:56:24","modified_gmt":"2020-05-20T13:56:24","slug":"top-tips-for-charities-hosting-meetings-online","status":"publish","type":"post","link":"https:\/\/blogs.napier.ac.uk\/tbs\/2020\/05\/20\/top-tips-for-charities-hosting-meetings-online\/","title":{"rendered":"Top tips for charities hosting meetings online"},"content":{"rendered":"

A guest blog by Julie Hutchison, co-host of #trusteehour<\/i>\u00a0<\/span><\/p>\n

When Dr Miles Weaver and I started hosting<\/span> a twitter<\/span> #<\/span>trusteehour<\/span> in 2017, we had no idea of the range of themes <\/span>we\u2019d<\/span> cover in the months to come. <\/span>Trusteehour<\/span> is a monthly <\/span>online get together which encourages practice and idea exchange among <\/span>charity <\/span>trustees across the UK.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

In response to the \u2018Stay at Home\u2019 measures associated with Covid-<\/span>19,<\/span> in April 2020 we <\/span>encouraged the sharing of tips for hosting<\/span> charity<\/span> meetings online. <\/span>This blog builds on the piece published by Miles on <\/span>29<\/span>th<\/span> April<\/span> which summarised the contributions that evening<\/span>.<\/span>[1]<\/span>\u00a0\u00a0<\/span>\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Governance<\/span><\/b>\u00a0<\/span><\/p>\n

Much has been written about the formal aspects of whether<\/span> and how<\/span> online meetings <\/span>can be<\/span> valid.<\/span> The three articles linked in the footnotes cover <\/span>useful<\/span> ground here.<\/span>[<\/span>2<\/span>]<\/span> A charity\u2019s governing document may enable this, it may be silent on this, or it may preclude it. <\/span>You may need to formally change your governing document if you have a real barrier here. <\/span>For a<\/span>n online<\/span> board meeting, trustees still need to focus on collective decision-making, and documenting their decisions. <\/span>A clear agenda issued in advance <\/span>will also help to focus discussions.\u00a0<\/span>\u00a0<\/span><\/p>\n

Trustees should also look at any rules around quorum in the governing document <\/span>i.e<\/span>. <\/span>f<\/span>or the meeting to be valid, <\/span>what\u2019s<\/span> the minimum number of trustees who must participate?\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Technology<\/span><\/b>\u00a0<\/span><\/p>\n

The top tip I picked up during <\/span>#<\/span>t<\/span>rusteehour<\/span> was the recommendation to use an ethernet cable for a more stable internet connection.<\/span>[<\/span>3<\/span>]<\/span> I subsequently bought one and i<\/span>t has certainly <\/span>made my video calls more reliable<\/span>.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

The online poll during <\/span>#<\/span>t<\/span>rusteehour<\/span> concluded that <\/span>Zoom<\/span> was the preferred platform for online meetings, followed by<\/span> Microsoft Teams<\/span> and then <\/span>Facetime<\/span>. I <\/span>have <\/span>used all three, and certainly the appeal of Zoom is the <\/span>large <\/span>number of people you can see <\/span>on<\/span>–<\/span>screen<\/span>. This is the key limiting factor for Microsoft Teams, at four people on<\/span>–<\/span>screen (due to increase to nine). <\/span>This blog from SCVO covers <\/span>some of<\/span> the security question<\/span>s<\/span> often asked<\/span> about Zoom.[<\/span>4<\/span>]<\/span>\u00a0<\/span><\/p>\n

As part of your planning, you may want to have a technical host <\/span>in place for your online meeting, <\/span>to take<\/span> care of \u201cadmitting\u201d those joining, and <\/span>to deal<\/span> with any queries from those who are having difficulty joining<\/span>.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

A final tip<\/span>:<\/span> if you find seeing yourself on screen is a distraction, <\/span>you may want to<\/span> turn-off self-view (while leaving your camera on for others to see you).\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Chairing<\/span><\/b>\u00a0<\/span><\/p>\n

There are <\/span>particular facilitation<\/span> skills required for chairing an online meeting. <\/span>Technology may offer you a way to manage contributions, for example<\/span> the platform you are using <\/span>might enable<\/span> an on-screen \u201chand-up\u201d <\/span>where someone can<\/span> signal<\/span> they wish<\/span> to comment. <\/span>It\u2019s<\/span> important to establish ground rules around how a meeting will run, including the use of mute<\/span>, and enabling regular breaks. If you are Chair, you will want to consider how to draw in those who are quieter<\/span>. Online meetings <\/span>don\u2019t<\/span> enable you to read body lang<\/span>uage in the same way <\/span>you <\/span>can <\/span>when you are in a room together.<\/span>\u00a0<\/span><\/p>\n

Participating\u00a0<\/span><\/b>\u00a0<\/span><\/p>\n

V<\/span>ideo calls enable you to join someone in their own home<\/span>. <\/span>Have <\/span>you <\/span>given any thought to<\/span> your own backdrop? Are you c<\/span>omfortable with it? Whether <\/span>it\u2019s<\/span> a wall, bookcase, piece of art or something else, it\u2019s part of how you will be seen<\/span>. <\/span>I\u2019ve<\/span> been on some video calls where someone has a pop-up banner beside them \u2013 all part of bringing a work vibe to a video call<\/span> which might be appropriate for you, or not.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Depending on the platform you are using, there may be various ways to contribute to an online meeting. A chat function may enable you to ask questions, or there may be a \u201cthumbs-up\u201d symbol to show agreement or hand-up <\/span>symbol <\/span>to signal you wish to speak<\/span>.\u00a0<\/span>\u00a0<\/span>\u00a0<\/span><\/p>\n

Above all, try to ensure some spacing between video calls to give your eyes <\/span>and mind a rest. <\/span>Looking to the future, t<\/span>his technology is <\/span>not just here to help during lockdown, <\/span>it\u2019s<\/span> here to stay<\/span>. E<\/span>ven when<\/span> it may be possible to <\/span>be physically present in <\/span>an office building again, now that we\u2019ve all <\/span>had hands-on experience of<\/span> how <\/span>convenient <\/span>online meetings can be <\/span>for certain things, <\/span>I\u2019m sure they will remain in the mix for the future<\/span>. This is particularly true for get togethers involving people who are scattered across the <\/span>country<\/span>, or indeed in more than one country<\/span>. <\/span>As budgets are squeezed in the <\/span>period<\/span> ahead, <\/span>there\u2019s<\/span> unlikely to be a rush to return to spending <\/span>the<\/span> same<\/span> time and money <\/span>formerly<\/span> involved in<\/span> travelling to <\/span>all <\/span>meetings<\/span>.\u00a0\u00a0<\/span>\u00a0<\/span>\u00a0<\/span><\/p>\n

Julie Hutchison is the co-host of #trusteehour along with Dr Miles Weaver of The Business School, Edinburgh Napier University.\u00a0 Julie is also the Charities Specialist at Aberdeen Standard Capital.<\/em><\/p>\n

\u00a0<\/span><\/p>\n

Footnotes\u00a0<\/strong><\/p>\n

1 <\/span>https:\/\/blogs.napier.ac.uk\/miles-weaver\/<\/span><\/a>\u00a0<\/span><\/p>\n

2 <\/span>https:\/\/scottishcharityandwealthlaw.wordpress.com\/2020\/05\/19\/update-agms-and-charity-third-sector-companies\/<\/span><\/a>\u00a0<\/span><\/p>\n

http:\/\/thirdforcenews.org.uk\/blogs\/virtual-agms-for-third-sector-organisations<\/span><\/a>\u00a0<\/span><\/p>\n

https:\/\/www.turcanconnell.com\/media\/constitutional-issues\/covid-19\/articles\/2020\/04\/covid-19-charity-governance-what-to-do-about-meetings-and-agms\/<\/span><\/a>\u00a0<\/span><\/p>\n

3 <\/span>http:\/\/wperrin.blogspot.com\/2020\/03\/making-video-conferencing-work-better.html<\/span><\/a>\u00a0<\/span><\/p>\n

4 <\/span>https:\/\/scvo.org.uk\/p\/37303\/2020\/04\/08\/zoom-calling-and-privacy<\/span><\/a>\u00a0<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

A guest blog by Julie Hutchison, co-host of #trusteehour\u00a0 When Dr Miles Weaver and I started hosting a twitter #trusteehour in 2017, we had no idea of the range of themes we\u2019d cover in the months to come. Trusteehour is…
Read more<\/a><\/p>\n","protected":false},"author":216,"featured_media":227,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"jetpack_post_was_ever_published":false,"footnotes":""},"categories":[83,84],"tags":[86,87,85],"class_list":["post-226","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-charities","category-trustees","tag-charity","tag-online-meeting","tag-trustee"],"yoast_head":"\nTop tips for charities hosting meetings online - The Business School<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/blogs.napier.ac.uk\/tbs\/2020\/05\/20\/top-tips-for-charities-hosting-meetings-online\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Top tips for charities hosting meetings online - The Business School\" \/>\n<meta property=\"og:description\" content=\"A guest blog by Julie Hutchison, co-host of #trusteehour\u00a0 When Dr Miles Weaver and I started hosting a twitter #trusteehour in 2017, we had no idea of the range of themes we\u2019d cover in the months to come. 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