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Video Conference Meetings

Google Meet can be used to hold video conferences between staff

This is a two-way transmission where staff can directly interact with the presenter, through video and audio or in the text chat window.

Video conferences for staff can be setup through Google Calendar and creating a Calendar Event

Video Conferencing using Google Meet

Detailed instructions with further screenshots can be found in the Digital Learning Library presentation

Setting up a Video Conference Meeting

Setting up a Google Meet

Go to Google Calendar
Create a new calendar event
Select Add Google Meet video conferencing
Invite staff members as you normally would for a Calendar meeting

Starting a Video Conference

Via Google Calendar

Click Join with Google Meet in the Google Calendar event
This will take you straight to the video conference

Via Google Meet

Go to Google Meet
Click on the event
Select JOIN NOW or PRESENT

Running a Video Conference

Things to remember for running a video conference meeting

Have all documents and resources open and organised BEFORE starting the video conference
Instruct all staff to mute their microphones before entering the meeting
Staff can submit questions through the text chat and can ask questions by unmuting their microphone
Using a second screen makes it easier to present on one screen and still view the chat window

Record Meeting

Click on the 3 dots (bottom right)
Select Record meeting
Accept the Ask for Consent Popup window
REC will appear in the top left corner
The recording will automatically stop when the video conference is ended, a copy of the recording will be added to the calendar event and placed in Google Drive in generated folder called Meet Recordings

Closed Captions

Closed captions enables with hearing issues the opportunity to engage with spoken learning content during the meeting.

This feature can also support multi-lingual participants.

NOTE: Closed captions only appear during the video conference and don't appear in the recording or during playback of the recording.

Text Chat

Select the Chat icon (top right)

This will open the text chat window, participants can use this to ask and respond to questions, without the use of audio

A transcript of the text chat (including participant names and times) is automatically emailed to you when you end the video conference

Presenting a Slides Presentation/Document

To show a presentation / document select PRESENT NOW

Select either your DESKTOP SCREEN, AN APPLICATION WINDOW or A Chrome tab

NOTE 1: If you select desktop screen, participants will see everything that you see on your screen

NOTE 2: Participants will still see a small window of your camera

Participants Sharing Content

Participants can share content through the presentation feature of Google Meet

This creates a separate window which joins the video conference

Participants should select the A Chrome tab option, to just show the required window

As the presenter you can remove this window by click on the window and selecting REMOVE

Maintaining Social Distancing with Google Meet

To support and maintain social distancing video conferencing and livestreaming can be used between staff to present meetings and information.

Staff Meetings

Google Meet can be used to create an online conference and meeting between staff.

In Google Calendar, where a meeting is setup, select the Google Meet Link to join the video conference. Invite participants to the meeting as normal.

Participants click the Join Hangouts Meet link in the meeting event in Google Calendar.

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