{"id":28520,"date":"2024-08-06T12:27:34","date_gmt":"2024-08-06T19:27:34","guid":{"rendered":"https:\/\/wou.edu\/hr\/?page_id=28520"},"modified":"2026-04-08T12:27:41","modified_gmt":"2026-04-08T19:27:41","slug":"best-practices-for-virtual-meetings","status":"publish","type":"page","link":"https:\/\/wou.edu\/hr\/hr-interpreting\/best-practices-for-virtual-meetings\/","title":{"rendered":"Best Practices for Virtual Meetings"},"content":{"rendered":"

[et_pb_section fb_built=”1″ disabled_on=”on|off|off” _builder_version=”4.27.0″ _module_preset=”default” custom_padding=”0px|40px||40px|false|false” saved_tabs=”all” locked=”off” global_colors_info=”{}”][et_pb_row _builder_version=”4.23.4″ _module_preset=”default” custom_padding=”||0px|||” global_colors_info=”{}”][et_pb_column type=”4_4″ _builder_version=”4.23.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_heading title=”Checklist” _builder_version=”4.27.0″ _module_preset=”default” title_level=”h2″ title_font=”|700|||||||” global_colors_info=”{}”][\/et_pb_heading][\/et_pb_column][\/et_pb_row][et_pb_row column_structure=”1_2,1_2″ use_custom_gutter=”on” gutter_width=”2″ make_equal=”on” _builder_version=”4.23.4″ custom_padding=”||0px|||” locked=”off” global_colors_info=”{}”][et_pb_column type=”1_2″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Make Request” _builder_version=”4.27.0″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.5″ _module_preset=”default” hover_enabled=”0″ global_colors_info=”{}” sticky_enabled=”0″]<\/p>\n

Make an interpreter request using this form (Google Form)<\/a> at least 3 business days in advance or email hrinterpreting@wou.edu<\/a> (Refer to Requesting an interpreter or captions)<\/p>\n

[\/et_pb_text][\/et_pb_column][et_pb_column type=”1_2″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Provide Prep materials” _builder_version=”4.27.0″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.5″ _module_preset=”default” hover_enabled=”0″ global_colors_info=”{}” sticky_enabled=”0″]<\/p>\n

Provide prep materials (meeting link, outline, agenda, PowerPoint slides, notes, etc)<\/p>\n

[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”4.27.0″ _module_preset=”default” custom_padding=”0px|40px||40px|false|false” global_colors_info=”{}”][et_pb_row _builder_version=”4.23.4″ _module_preset=”default” custom_padding=”||0px|||” global_colors_info=”{}”][et_pb_column type=”4_4″ _builder_version=”4.23.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_heading title=”Best Practices” _builder_version=”4.27.0″ _module_preset=”default” title_level=”h2″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][\/et_pb_column][\/et_pb_row][et_pb_row column_structure=”1_4,1_4,1_4,1_4″ use_custom_gutter=”on” gutter_width=”2″ make_equal=”on” _builder_version=”4.23.4″ custom_padding=”||0px|||” locked=”off” global_colors_info=”{}”][et_pb_column type=”1_4″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Admit Interpreters early” _builder_version=”4.27.0″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.5″ _module_preset=”default” hover_enabled=”0″ global_colors_info=”{}” sticky_enabled=”0″]<\/p>\n

Admit the interpreters 10 minutes prior to the event. This is a good time to be able to provide last minute logistical troubleshooting, instructions, utilize multi-pin functionality, and answer any questions.<\/p>\n

[\/et_pb_text][\/et_pb_column][et_pb_column type=”1_4″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Participant Name Tags” _builder_version=”4.23.4″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.0″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n

Remind all participants to update their virtual name tags to include their name and pronouns. This assists the interpreters to be able to accurately identify speakers.<\/p>\n

[\/et_pb_text][\/et_pb_column][et_pb_column type=”1_4″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Host Privileges” _builder_version=”4.23.4″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.0″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n

Provide the interpreters host privileges so they can utilize the multi-pin function.<\/p>\n

[\/et_pb_text][\/et_pb_column][et_pb_column type=”1_4″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Request to Participate” _builder_version=”4.23.4″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.0″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n

Encourage participants to visibly raise their hand if they would like to comment. Please note: using the \u2018Raise Hand”\u2019 feature shifts the pictures on the screen, making it very difficult to follow visual communication.<\/p>\n

[\/et_pb_text][\/et_pb_column][\/et_pb_row][et_pb_row column_structure=”1_4,1_4,1_4,1_4″ use_custom_gutter=”on” gutter_width=”2″ make_equal=”on” _builder_version=”4.23.4″ locked=”off” global_colors_info=”{}”][et_pb_column type=”1_4″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Active Speakers” _builder_version=”4.23.4″ _module_preset=”default” title_level=”h4″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.0″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n

Facilitate the virtual meeting so that only one person is speaking at a time, while other participants are muted. This allows for clear communication, as well as allows for all participants to take turns in the conversation.<\/p>\n

[\/et_pb_text][\/et_pb_column][et_pb_column type=”1_4″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Referencing Chat” _builder_version=”4.23.4″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.0″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n

When referring to something said in the chat, read the chat message aloud so that the interpreters (and everyone) know the context of what you\u2019re referring to.<\/p>\n

[\/et_pb_text][\/et_pb_column][et_pb_column type=”1_4″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Use of Acronyms” _builder_version=”4.23.4″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.0″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n

If someone uses an acronym in the meeting, it can be helpful to interpreters (and everyone) if someone spells out the meaning of the acronym.<\/p>\n

[\/et_pb_text][\/et_pb_column][et_pb_column type=”1_4″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Screen Sharing” _builder_version=”4.23.4″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.0″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n

Prior to sharing screen, let participants know that you\u2019ll be sharing screen. This allows participants enough time to re-configure their screens so that visual communication can continue.<\/p>\n

[\/et_pb_text][\/et_pb_column][\/et_pb_row][et_pb_row column_structure=”1_4,1_4,1_4,1_4″ use_custom_gutter=”on” gutter_width=”2″ make_equal=”on” _builder_version=”4.27.0″ custom_padding=”||0px|||” locked=”off” global_colors_info=”{}”][et_pb_column type=”1_4″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Pause when Sharing Content” _builder_version=”4.23.4″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.0″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n

When sharing screen allow a few moments for participants to read what is being shared on the screen before beginning to discuss the content on the screen.<\/p>\n

[\/et_pb_text][\/et_pb_column][et_pb_column type=”1_4″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Backgrounds” _builder_version=”4.23.4″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.0″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n

Discourage visually busy or \u201cfunky\u201d backgrounds.<\/p>\n

[\/et_pb_text][\/et_pb_column][et_pb_column type=”1_4″ _builder_version=”4.23.4″ custom_padding=”30px|25px|25px|25px|false|false” custom_padding_tablet=”|5%||5%|false|true” custom_padding_phone=”|5%||5%|false|true” custom_padding_last_edited=”on|tablet” border_color_all=”#0C71C3″ border_width_top=”9px” border_color_top=”#e7e7e7″ border_width_right=”1px” border_color_right=”#e7e7e7″ border_width_bottom=”1px” border_color_bottom=”#e7e7e7″ border_width_left=”1px” border_color_left=”#e7e7e7″ global_colors_info=”{}”][et_pb_heading title=”Give Interpreters Time” _builder_version=”4.23.4″ _module_preset=”default” title_level=”h3″ title_font=”Montserrat|700|||||||” global_colors_info=”{}”][\/et_pb_heading][et_pb_text _builder_version=”4.27.0″ _module_preset=”default” global_colors_info=”{}”]<\/p>\n

When pausing to see if there are questions, allow for the interpreters to catch up in the interpretation before calling on someone.<\/p>\n

[\/et_pb_text][\/et_pb_column][et_pb_column type=”1_4″ _builder_version=”4.23.4″ global_colors_info=”{}”][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=”1″ _builder_version=”4.27.0″ _module_preset=”default” custom_padding=”0px|40px||40px|false|false” global_colors_info=”{}”][et_pb_row _builder_version=”4.23.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_column type=”4_4″ _builder_version=”4.23.4″ _module_preset=”default” global_colors_info=”{}”][et_pb_text _builder_version=”4.27.5″ _module_preset=”default” hover_enabled=”0″ global_colors_info=”{}” sticky_enabled=”0″]<\/p>\n

Zoom features with regards to accommodations<\/strong><\/h2>\n
    \n
  1. How to make an interpreter a co-host<\/a><\/li>\n
  2. How to spotlight<\/a><\/li>\n
  3. How to multi-pin<\/a><\/li>\n
  4. Recording to ensure that interpreters and captioning are visible: A recording will only capture the screen of the person who hits the record button. That means that whoever\u2019s computer is recording must have the interpreter and captioning visible. If the interpreter and\/or captioning is not captured accurately or completely, please contact hrinterpreting@wou.edu<\/a> for interpreting\/captioning to be added into the recording before the recording is shared.<\/li>\n
  5. Assigning Live captionists<\/a><\/li>\n<\/ol>\n

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