Dear Chapman University faculty and staff,
As the semester starts, all of us will be utilizing online meeting tools more often than before, and it is essential to have a contingency plan in case there are disruptions in service. As great as online meeting providers are, sometimes they may encounter technical issues that will interrupt their services and create outages.
I would like to share some recommendations with you to help overcome potential challenges:
- Create your meetings on multiple platforms, so in case there are outages, you will be able to switch from one platform to another quickly.
- Give everyone a few minutes to access your online meeting. Remember internet connectivity speeds vary depending on location, time, internet provider, etc.
- If you are planning to share links and documents with your participants during the meeting, consider sharing the content with them ahead of time.
- Tell your meeting participants, in the event that you do not show up at the appointed meeting time, to check their email for further instructions.
- Keep a list of your online meeting participants and their e-mails handy in case you have to send a new meeting invitation to them on short notice.
- Don’t overwhelm your meeting participants with information. Share your contingency plan in one e-mail, or have a saved draft ready for when you need to use it.