It’s a great way to connect with others and communicate.
Before you get to the meeting, it’s a good idea to work out what you want from it. Make a list of things to discuss or use our meeting form to get your thoughts down on paper. You can also:
If it could be a long meeting, go to the toilet.
Make sure you’re sitting somewhere comfortable, quiet and private where you won’t be disturbed (if possible).
If you’re going to be using video, check what’s going to be behind you in the background. On some meetings platforms, such as Teams, you can blur the background or add a standard picture so people can’t see your lounge or kitchen.
Make sure you’re wearing something appropriate if you’re going to be using video for the call.
Use a stand if you’re using a mobile phone – your arm will get tired if you have to hold it!
Do your practice call if you’ve arranged one.
You’ll be sent an invitation by email. In the email you should be able to see the time and date of the meeting and a link to join the meeting.
Click the link (don’t dial in). You may be asked if you’d like to download the app. You don’t need to, but if you do, you’ll probably get more options for the call.
Click to join the meeting on the web, add your name in the box and turn your microphone and camera on or off as needed. You might need to wait a few moments to be added into the meeting. That’s it. You can see here how to join a meeting on Teams.
The best way to do a virtual meeting is to click on the invitation link and use a direct internet connection or wi-fi so that the call is free. You will be able to use video as well as sound.
If you’re using a phone, you can dial in using the phone number listed and just join by audio. But if you dial in using that number it will cost – you will either use up any pre-paid minutes and/or get a bill after the call (it’s 55p a minute for some calls!).
If you’re going to do a virtual meeting using your phone and you don’t have an internet connection, ask the person leading the meeting to call you at the start and invite you in. That way you won’t end up with an unexpected bill.
Introduce yourself and make sure you know who’s who. If you’re not sure what someone’s role is or why they’re at the meeting, it’s OK to ask.
The person leading the meeting should tell you how to let them know if you want to say something. There should also be an agreement about whether everyone will use video or not. If these things aren’t discussed, you can ask about them.
It’s a good idea to mute your microphone when you’re not speaking so others on the call can’t hear background noise, like your dog barking or the kettle boiling.
You don’t have to put your video on so that people can see you, but many parents find it better to do so. If your internet connection is poor, turning off your video can help to improve the quality of the meeting.
If you can’t work or access your camera to have video on, ask everyone else to stop using their video too – so everyone is in the same position.
Use any agenda and cross off questions on your list as they are answered. If this isn’t your first meeting, ask about any action that was agreed at the last meeting.
It’s OK to speak up if you don’t understand something or want it explained in more detail. It’s also OK to disagree with what’s being said. You could try saying something like “I understand/hear what you’re saying, but I have a different view, or I disagree”.
Listen carefully to each person and try not to interrupt. Respect other people’s views in the meeting.
Make sure you have time to say your views and opinions. Try and be as positive as you can and focus on how things can improve, rather than on what’s gone wrong – ask if you can talk about solutions rather than problems.
Don’t feel pressured into agreeing to things that you’re not sure about. You can ask for time to think about things or say you’d like to talk to others such as your partner or someone from DiAS.
When the meeting is coming to an end, ask the person running it to list the main action that has been agreed, who will be doing that work and by when. Check all your questions have been answered.
What to have with you during the meeting
If you forgot to say something or ask a question at the meeting, email or contact the person who ran the meeting as soon as you can to tell them.
If minutes were taken at the meeting and you don’t get a copy within a week or two, contact the person who ran the meeting to ask for them.
If, when you were at the meeting, you agreed to do anything, make sure you do it! Keep an eye on deadlines to make sure you and others complete the action points.
Page reviewed: April 2024
Page due for review: April 2026
DiAS (Devon, Information, Advice and Support) supports children and young people aged 0-25 with special educational needs and disabilities (SEND), and their parents and carers.
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