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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.