UiT's tips for successful meetings
Tips for successful meetings at UiT The Arctic University of Norway
For all meetings:
- Be clear about the purpose of the meeting. Is a meeting the best way to achieve this purpose?
- Have a clear agenda
- Are the correct people involved? Is there anyone who will not contribute to or benefit from the meeting? Is anyone missing?
- Does anyone’s notification that they cannot attend mean the original purpose of the meeting cannot be achieved (e.g. if the purpose is to make a decision and the person with the right to make decisions cannot attend)? It’s better to cancel or shorten the meeting than waste everyone else’s time.
- Reflect on your specific role in this meeting and what your contribution to achieving the goal of the meeting should be.
- Allow time for breaks. A minimum of five minutes per hour is a good rule for short meetings, while longer meetings require longer breaks.
- Allow time to agree on action items arising from the meeting. If there are no action items, you can assess whether the meeting had the right form.
- Start meetings at quarter to or quarter past the hour (e.g. 10.15 or 10.45). Meetings should end by the top of the hour or half past (e.g. 11.00 or 11.30). This allows for time to adjust between meetings.
For digital meetings where each participant is on their own screen, the follow points also apply:
- Start with introductions if everyone has not met before, unless there are too many people to do this.
- Turn on your camera. Mute your microphone when you are not speaking. Feel free to turn off your camera during breaks and then turn it on when you return so people know you are back.
- Ensure you have a presence by contributing and expressing your opinions during the meeting. This way we avoid taking up the same matters again later. Focus on the meeting and don’t do other things at the same time.
- Choose the right tool for the right purpose. Click here for guidance. Be aware of issues related to privacy.
- Learn to use the tools properly. Click here for useful resources, including videos.
- Clarify at the start of the meeting how people should indicate they wish to speak. There are several ways to do this, depending on the tool:
- Raise your hand in Teams or Zoom
- Write your name in the chat
- Simply speak (only applies to small meetings)
- Use the chat to communicate rather than speaking (applies to very large meetings
Ensure that someone monitors the chat during large meetings.
- Assess whether the surroundings are suitable for digital meetings:
- Can any outsiders listen in on meetings in cases where this is inappropriate?
- Is there a lot of background noise that disturbs the other participants?
- Take frequent breaks. Sitting in front of a screen is more tiring than being at a physical meeting.
If some people attend physically and others digitally, the follow points also apply:
- Ensure people participating digitally are included in discussions. It’s a good idea to ask for their opinion before other participants, so everyone remembers they are participating.
- Clarify how people participating digitally should indicate that they wish to speak.
- Ensure that people participating digitally can see all the other participants. One solution is to allow participants at the physical meeting to also participate digitally via their laptops, so everyone can see each other’s faces.
- Be aware that rattling paper and clinking coffee cups creates a lot of unnecessary noise for people not in the room. Remind each other about this, and place cups, coffee pots, etc. on a table away from the meeting table.
- If food will be served, consider whether this should take place during the breaks and whether “those on the screen” should also be served. The person ordering food to the meeting room can also order for others if they are participating from another campus.
- Ensure that everyone’s audio and video is working. This can be achieved by people not in the room presenting themselves first. This will ensure that any problems are detected immediately. If the external participant is only involved for a small part of the meeting, time should be allocated before the meeting for a brief technical check, if those involved have not had a distance meeting before.
If you're traveling and need to participate in a digital meeting, there is a range of equipment that can enhance the experience of both you and those on the other end.
Equipment for participating in digital meetings when traveling:
Jabra Evolve 65 is a good headset without noise-canceling, can be connected via Bluetooth and has a USB dongle attached.
If you want a headset with noise-canceling, we recommend the Plantronics B825. This has a good microphone that exclude most background noise, e.g. if you're in a café.
If you want the best noise canceling headset available for digital calls, we recommend the Sennheiser MB660.
If you prefer earbuds, we recommend the Plantronics Voyager 6200 UC.
|Jabra 65 mono||Kr: 1.200,-|
|Jabra 65 stereo||Kr: 1.300,-|
|Plantroncis B825||Kr: 1.800,-|
|Sennheiser MB660||Kr: 4.600,-|
|Plantronics 6200UC||Kr: 2.400,-|
Equipment you'll need if your meeting room lacks equipment - good for up to 6 people.
You need a wide-angle camera. We recommend the Logitech Brio.
You will also need a good tabletop microphone/speaker. We recommend the Sennheiser SP20ML, which gives the best possible sound for both listener and speaker.
We also recommend an extra monitor in addition to your laptop. This enables you to have the video feed on the extra monitor, and the presentation on your laptop. The monitor can be connected to your laptop via a USB C cable. Make sure you have this output on your laptop.
|Logitech Brio||Kr: 2.100,-|
|Sennheiser SP20ML||Kr: 2.100,-|
|HP S14 skjerm||Kr: 2.500,-|
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