Blended meetings

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Blended meetings that include both in-person and online participants present both meeting hosts and remote attendees with new challenges. Before hosting or attending a blended meeting, review the following general guidelines.

Remote Participants

If you are attending a blended meeting via Zoom or Teams, consider the following:

  • Learn how to use the technology. Being able to participate in online meetings effectively is an important professional skill for everyone at WSU. Meeting facilitators assume that you can operate Teams and Zoom at a basic level. Take time to learn the fundamentals. Practice, test, and seek help from TLT (tlt@winona.edu) before the meeting if needed.
  • Before the meeting, make sure you have the correct meeting connection information. This may be included in an email invitation, an event entry on your Outlook calendar, or both.
  • If Zoom is being used, make sure you have updated your Zoom client before the meeting. This will ensure you are able to use any new features applied during the meeting. Find instructions for updating your Zoom client here.
  • If you will be dialing into the meeting using a phone for a voice-only connection, let the host know in advance. The host will provide you with a phone number and passcode, they may need to configure the meeting to allow such a connection.
  • If you will be joining the meeting using the mobile Zoom or Teams app on your phone or tablet, make sure you have updated the app before the meeting. Find instructions for updating your mobile app here.
  • If Zoom is being used, make sure you are signed in to your Zoom client using single sign-on (SSO) and your StarID credentials. Many meeting facilitators restrict meeting access to StarID-authenticated participants. Check this before every meeting and remember that Zoom will sign you out of one device (e.g., your laptop) if you sign in on another (e.g., your phone or tablet). If you are denied access to the meeting or enter with "(Guest)" after your name, you are not signed in using your StarID credentials. Find instructions for signing in to Zoom with your StarID here.
  • Adjust your Zoom profile if you wish. This could include updating your profile picture and your display name. You can also add and share your preferred pronouns.
  • Join the meeting early. This will give you time to adjust your camera and microphone if needed.
  • Mute your microphone if it isn't muted for you automatically and wait for the meeting to start.
  • Disable your camera or use a blurred background if you are in a particularly distracting environment.
  • The host will let you know what to do if you have questions or comments during the meeting. Do not assume that you should just open your mic and start talking. This can lead to interruptions, overlapping speakers, and other awkward communication issues. When in doubt, use the raise hand emoji.
  • If you experience technical issues during the meeting and you are pretty sure they are on your end, do not interrupt the meeting to ask for technical help. Let the host know via email or text that you are having trouble and will rejoin the meeting as soon as possible. Assuming you have an internet connection, most technical issues can be resolved by simply restarting your device. If you continue to have issues, contact the Technical Support Center (TechSupport@winona.edu, 507-457-5240, Somsen Hall 207) or TLT (tlt@winona.edu).

Hosts

If you are hosting a blended meeting via Zoom or Teams, consider the following:

  • Learn how to use the technology. Even if you have people assisting you, you are responsible for knowing how to use the technology you have selected to support your meeting. Take time to learn the fundamentals. Practice, test, and seek help from TLT (tlt@winona.edu) well in advance of your meeting.
  • Always have a Plan B. As reliable as these tools are, things happen. What if the internet comes crashing down during your meeting? Develop a contingency plan and inform your participants well in advance of your meeting.
  • Choose a physical space that best meets your needs. Some rooms have built-in cameras and microphones as well as features that will make including remote participants easier for you and better for them. Consult with TLT (tlt@winona.edu) when choosing a room if needed. Here is a list of rooms with built-in remote access technology.
  • If you choose a room that does not have built-in cameras and microphones, you will need to add that functionality to the space. TLT (tlt@winona.edu) can recommend several options for setting up temporary remote access to any space on campus. Here is more information about adding external cameras and microphones to other spaces.
  • If using Zoom, decide whether to require StarID authentication. This is the best way to secure your meeting if all participants have StarIDs. If people from outside the system need to join your meeting, you can disable StarID authentication and use a passcode. However, there are other ways to allow non-system attendees (e.g., guest speakers) access to a meeting that otherwise includes all StarID-authenticated attendees. Contact TLT (tlt@winona.edu) for guidance. Here is more information about protecting your meeting from zoom-bombing.
  • Configure your meeting to your specifications regarding mic and camera use. You can set the meeting to disable attendees' mics and cameras upon joining if you wish. You can also do this during the meeting using the Security menu.
  • In advance of the meeting, confirm who will be attending in-person and remotely if possible. For remote attendees, confirm whether they will be joining via a mobile app or telephone number. This will help you ensure that all participants have all the information they need to join the meeting.
  • Advise remote participants to prepare. Send them this article and ask them to review the remote participant checklist above. You can also copy and paste the checklist into an email or text message.
  • Share communication expectations with remote attendees in advance. How should they participate during the session? Consider allowing remote participants to decide how to present themselves during the session. There may be good reasons why some attendees might want to disable their cameras, for example. Allow remote participants to represent themselves in a manner with which they are comfortable.
  • Test the physical room in advance. Ensure that you know how to operate the technology in the room. Test the audio from various locations in the room. TLT (tlt@winona.edu) will be happy to help you with this testing and training.
  • Just prior to the start of the session, conduct an audio and video check with your remote attendees. Remind them of any communication expectations (e.g., mute their mics when not speaking).
  • Acknowledge your remote participants just prior to the start of the session. Welcome them and ensure that in-person attendees are aware of their presence.
  • If using Zoom, consider using Focus mode when you want remote participants to pay attention to a speaker. This disables all video except for the speaker. You can turn Focus mode on and off as needed on the fly as needed. Here is more information about Focus mode.
  • If using Zoom, consider using Immersive View. This placed the remote participants' video tiles into a background image that can resemble a physical space. Here is more information about Immersive View.
  • During the session, check for remote participants with raised hands or chat posts. Be sure to engage your remote participants during the session. You may need to appoint someone to monitor these channels.
  • Following the session, thank your remote participants for attending. Do not end the remote session abruptly.

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