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Meeting protocols and virtual meetings

[Updated April 3, 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.

There are three primary on-line meeting tools available for use at TRIUMF.  

  1. For small group meetings of TRIUMF employees, Microsoft Teams is the recommended solution.  The Teams user interface provides for one-click, ad-hoc meeting set up and all TRIUMF users can be added by searching by name. 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.

  2. For scheduled meetings of less than 100, which include external participants, Blue Jeans is the recommended solution. Everyone at TRIUMF can schedule their own meeting once they have been set up with a BlueJeans account, which can be requested through the Help Desk system (Audio Visual queue). 

  3. For very large meetings of more than 100, we recommend Zoom. We have access to Zoom licenses through BCNET, but these requests must be scheduled centrally through IS&T via the Help Desk system (Audio Visual queue)

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