Video calls - VPFO Communications & Engagement

When you just can’t be in the same room

Although the effectiveness of in-person meetings is difficult to replicate, video calls are about as close as you can get. Video call technologies, like Zoom and Microsoft Teams give attendees some of the benefits of face-to-face interaction while allowing them to take part from anywhere in the world with a stable internet connection.

Considerations
This channel is best when… you cannot get all of the team together in person or want to avoid booking a large room. groups are in two or more locations. Note that a hybrid video/physical meeting can help connect venues. you need to keep groups — teams, departments, stakeholder, etc. — connected and moving together. urgent, time-sensitive, or immediate action is required. special effort is made to create a sense of team and connection.	When to change the channel? Large meetings can be expensive, as combined salaries alone can cost thousands of dollars per hour. Leader’s toolkits can help local leaders share information face-to-face in existing meetings that their team expect and are comfortable with. Being authentic on video can be much harder than in person. Consider some training or practice first? Some information is better shared with individuals first, rather than surprising a large group of people at the same time. Video meetings can be disrupted by technical difficulties (e.g. requires a stable internet connection) or security issues.

Considerations

This channel is best when…

you cannot get all of the team together in person or want to avoid booking a large room.
groups are in two or more locations. Note that a hybrid video/physical meeting can help connect venues.
you need to keep groups — teams, departments, stakeholder, etc. — connected and moving together.
urgent, time-sensitive, or immediate action is required.
special effort is made to create a sense of team and connection.

When to change the channel?

Large meetings can be expensive, as combined salaries alone can cost thousands of dollars per hour.
Leader’s toolkits can help local leaders share information face-to-face in existing meetings that their team expect and are comfortable with.
Being authentic on video can be much harder than in person. Consider some training or practice first?
Some information is better shared with individuals first, rather than surprising a large group of people at the same time.
Video meetings can be disrupted by technical difficulties (e.g. requires a stable internet connection) or security issues.

Details

Many members of the VPFO team have access to Zoom, Microsoft Teams or Skype for Business and are able to host video calls. Only the host is required to have a software licence to hold a meeting — attendees simply require a url link, and possibly a password, to join.

Resources

UBC IT provide support for tools used to make video calls through the IT Self Service Portal.
IT Self Service Portal

You can learn how to hold effective video calls in our online workshop “Engage your team with Zoom video”
Visit the “COVID Sessions: May 2020” page