Getting it right for everyone (GIRFE) toolkit

Virtual meetings

Before the online meeting

Never underestimate the importance of good preparation:

• plan ahead
• have pre-meetings to involve people and shape the agenda
• organise someone to lead the meeting

Know the purpose:

• be clear about why you're meeting so everyone's on the same page
• make the meeting invite clear about what to expect

Offer technology support:

• don't assume everyone knows how to use the tech
• provide easy instructions
• mention things like needing good wifi

Accessibility:

• ask if anyone needs help to join and make sure they get it
• let them know what they need to do

Meeting script

Be respectful to everyone in the meeting, and expect the same in return.

• Sally wants to change her support plan and asks her co-ordinator for a meeting with everyone involved.
• The co-ordinator agrees and will help Sally during the meeting.
• The co-ordinator asks if Sally wants to meet in person, online, or a mix. Sally chooses online, and the co-ordinator checks if she needs tech help. Sally has good internet and a laptop and is okay.
• Sally and her co-ordinator meet beforehand. They decide what to talk about, what they want to achieve, and create an agenda for the meeting. 
• The co-ordinator shares the agenda with Sally's support team. They add their ideas, and the co-ordinator makes sure Sally is happy with them.

During the meeting

• Someone from Sally's team is chosen to lead the meeting. They join first to make sure the meeting follows the agenda and everyone gets to speak.
• Sally and her co-ordinator join next to check the technology is working.
• Everyone else joins and agrees rules for the meeting.
• Sally's co-ordinator checks if Sally understands everything. Sally asks what a technical word means. The leader explains it and makes sure everyone understands.
• When they have talked about everything on the agenda, Sally, her co-ordinator, and the team agree on what to do next. The leader will make sure these actions happen. Sally feels heard, understood, and knows what the next steps are.

After the meeting

• The co-ordinator sets up a follow-up call with Sally. They ask how she felt about the meeting, if the right people were there, if it was easy to join, and how it could be better.
• Sally can ask any questions she forgot during the meeting, and the co-ordinator will find the answers.
• The co-ordinator gives Sally the answers to her questions. They also send a form where Sally can share her feedback anonymously.
• The co-ordinator writes a summary of the meeting and the agreed actions. This is shared where everyone can see it.