Parent groups are increasingly looking for ways to meet which do not involve parents leaving their homes.
Apps/platforms to consider
There are a number of apps and platforms your parent group could use. Platforms we know parent groups have used in 2020 include, but are not limited to, Zoom, Google Meet/Hangout, Microsoft Teams, Webex, Vscene and Skype.
Using Zoom
Zoom is a useful online meeting app and the most popular one with parents currently. One person sets up a free account; other people do not need a Zoom account to join your meeting.
To set up Zoom as a free account
- On smartphones, download the Zoom app from your relevant App Store
- On a laptop you load your web browser and type in www.zoom.com
- From there, click Sign Up. Note: you can edit your name after your profile is set up. Your name will be visible to all participants in the Zoom meeting
- For security reasons, you should select the 'password' option for meetings and meeting links should not be made public
- The account holder selects a meeting time and date that works for everyone
- They email the link to other attendees
To attend a Zoom meeting
- Click the link provided by the host to the meeting that you want to attend
- If no link is emailed to you by the host, but a nine digit meeting ID plus password is given instead, go to the Zoom app or webpage and enter this nine digit code into the ‘Meeting ID’ box. When prompted, enter the password
- Say 'yes' to audio (essential for joining in) and 'yes' to video (if you wish to!)
- Free meetings last 45 minutes; up to 100 people can attend
- You can use a smart phone, tablet, laptop or desktop - you do need audio/a microphone and ideally a camera on your device.
If you want to hold longer meetings, why not use Parent Council funds to upgrade to a Zoom Pro account, with no time limits on meetings? Zoom also gives suggestions on how to have an effective meeting and has useful help videos.
For online Parent Forum meetings, you can ask parents to email you to register their interest in attending a Zoom meeting, and then you can send them the link. If you don’t already have a generic email address (eg myschoolpc@gmail.com), it may be a good time to set one up.
For Parent Council committee meetings, you will be able to share the link through your usual closed communication channels eg via email addresses or through WhatsApp or Facebook groups.
Hints and tips for taking your meetings online
Preparing for the meeting
- Have a rehearsal/practice beforehand to get familiar with the technology
- Have a generic email for your parent group and use that to set up the meeting
- Be ready in good time before the meeting is due to start, get your equipment set up and have time to sort out any problems
- Set an agenda with timings
- Agree roles for your online meeting
- Think about having a meeting host, presenter/Chair, minute taker, chat moderator
- Circulate papers in advance – minutes of last meeting, Head Teacher’s report
- Think about security
- Email the meeting link to parents who want to attend, or put it in your closed group, do not share in public
In the meeting
- Think about security use your platform’s security features
- Ask attendees to change their device name so it matches the name that signed up, do not admit people you are not expecting
- Ask people to say hello/type their name in Chatbox
- Agree your ground rules
- Microphone off unless speaking
- Speak through the chair, people can use chatbox or raise a hand
- Make sure people can re-join meeting if they have a technical hitch
- Have breaks or try to make meetings shorter, so people can focus
When you are on camera
- Think about lighting, try to have a light source in front of you
- Think about what the camera will show in the background
- Raise your device so the camera is at eye level
- Be confident, try to be relaxed
This will be new for lots of people, discuss what went well and what was challenging .
Good practice for meetings
- Try to stick to the agenda and timings
- Share your agenda. With screenshare, anything on your PC can be shared.
- Close windows you do not need, in particular, windows which show personal details. This should be included in your practice session
- Links to documents can be posted in the Chatbox
- Circulate reports and minutes in advance
- Think about who will propose and second for approving minutes
- Think about how to conduct voting in committee meetings and your Annual General Meeting (for decisions, selecting PC members/office bearers). Voting could be done in the Chatbox, verbally, by show of hands, a poll or Google/MS Form
- Secretary/Clerk takes minutes as normal
- Ask if people want to contribute
- Any Other Business should not dominate - if something big comes up, put it on the agenda for next meeting
- Think about recording meetings and saving the Chatbox if your platform has that feature