You are here

Meeting protocols and virtual meetings

COVID-19 and meetings at TRIUMF

[Updated March 18, 2020. Please note: these resources will continue to be updated as they are developed]

Before holding a meeting at TRIUMF, ask yourself whether it is truly necessary, or whether the purpose can be accomplished by a phone call or video chat.

For meetings between people with TRIUMF email addresses:

There are several options for conducting virtual meetings for internal TRIUMF teams using Office 365 and your TRIDENT credentials

  • Skype for Business: Skype for Business provides facilities for peer-to-peer chat and video conferencing. You can install Skype for Business from here. Click Skype for Business in the menu then click Install. If you are asked for username and password to login to the portal, use your TRIUMF credentials. Here's a brief video to get you started scheduling your first meeting using Skype for Business.

Reminder: if you have forgotten your TRIDENT password, you can reset it here. You can view TRIUMF's Office 365 FAQ here.

For meetings with external meeting participants:

  • If you are hosting a meeting with participants who do not have TRIDENT credentials, you can use either Microsoft Teams or the virtual meeting platform BlueJeans. BlueJeans meetings can be arranged via divisional administrative assistants, or you can follow this step-by-step guide to setting up your own account.
  • Microsoft Teams enables audio, video, and screen sharing for meetings for Office 365 users. To learn more about how to use Meetings in Teams, including scheduling meetings, sharing content in a meeting, calling into a meeting, and more, please click here.

Other resources:

If you still need assistance, try asking a colleague. Many in our community are well-versed in virtual meetings. Otherwise, please contact IT via the TRIUMF HelpDesk. They are quite busy, but the ticketing system will ensure your call is not lost.

Social distancing and meetings

If you decide a face-to-face meeting is essential, ask yourself whether some participants can participate electronically. The fewer people in the room, the less chance of COVID-19 transmission.

During any face-to-face meeting, use good social distancing practices. Use common sense: Do not sit too close together. Do not shake hands. Wash your hands before and after the meeting.

Most importantly; If the meeting is too large, or the room too small, find another solution.  A rule of thumb is that the number of participants should not exceed half the room’s normal capacity.

Record who is at the meeting so participants can be contacted, if necessary, at a later date.

With fewer meetings, we reduce the risk of spreading the disease and make the laboratory more productive.