Governments are using innovative technology to maintain continuity and open dialogue with their citizens conveniently.
FREMONT, CA: As COVID-19 continues its spread around the globe, governments are asking their employees to stay away from the office. The challenge for governments helping staff adjust to this new reality will be to ensure morale and productivity. Luckily, modern technology enables governments to hold face-to-face meetings without needing to be physically present at the offices. Clerks, elected officials, administrators, and IT leaders are now using advanced technology to maintain continuity and open dialogue with their citizens. Here are some tips for conducting virtual meetings to ensure that the session happens professionally and smoothly.
• Dig Deeper into the Tech
The convenience of virtual meeting technology is that even the most fledgling can use it. All that's required is an internet connection, audio, and webcam. Larger groups may also need a projection screen or a large TV monitor. When well-executed, a virtual meeting can be just as professional and efficient as an in-person session. For this, leaders should familiarize themselves with the video conferencing technology before they host virtual meetings.
• Prioritize Sound and Lighting
Leaders should ensure a high-quality presentation by situating in a well-lit room. The participants want to see the host's ace, and poor lighting quality will only serve as a negative detraction. Testing the sound quality is also of prime importance. For best sound quality for the host and meeting participants, use wired headphones with a built-in microphone.
Unfortunately, there will always be people who use their technical knowledge to cause a hazard to the public. With millions of people using virtual meeting technology, malicious actors have learned how to join public meetings and take control of the sound and screen share functionality for negative intent. So, protecting the integrity of the meeting by password protection and sharing the password only with staff and public participants whom the host invites or who have signed up in advance to take part is vital.
• Cloud-based Agenda Management
Using cloud-based agenda management software systems allow individuals to create agenda items, review and collaborate on content, and send the finished documents to the office digitally. Users also benefit from having all of the agenda content organized in a single location and from having visibility into the status of individual agenda items. By integrating agenda management and virtual meeting technology tools, users benefit from meeting preparation convenience.