Meeting Resources
![photo of a meeting room no people](/ocg/sites/default/files/styles/small_500px_25_display_size_/public/page/meeting-room-730679_1920.jpg?itok=XGbRI6JG)
The Office of Contracts and Grants (OCG) has several resources to help staff set-up and manage meetings. The resources provide guidance in scheduling rooms, setting up conference calls, and help with the technologies OCG has to connect remote employees into meetings.
Best Practices
- Remote meeting attendance is commonplace, so plan it into your meetings by setting up Zoom, Teams, or other remote attendance options when you schedule the meeting.
- Consider the nature of the meeting to determine what technologies will best serve your meeting needs for both those in attendance and those joining remotely.
- Know your tools - practice setting up the equipment in advance and give yourself extra time before the scheduled start of a meeting to set-up and test all the equipment.
- Have a Plan B if one technology fails.
- Have designated roles for meeting facilitator, technology support, and a chat moderator.
- Actively engage everyone - include remote attendees - in the meeting discussion.
- Everyone participating in-person or remotely should be mindful of speaking clearly and projecting without yelling.
- When attending remotely, mute your microphones if your location has excessive background noise and earbuds or headphones are preferable to avoid audio feedback and echo.