MONTREAL - MARCH 26th 2020 - The exceptional measures surrounding the current COVID-19 pandemic are forcing us all to review our operating methods. Even though most professional and social activities will be slowing down in the coming weeks, life has not come to a stop in your co-ownership.
As an administrator, you have to deal with a wide range of situations but you can no longer move around or physically see the people you have to interact with. Many technological tools exist to help you in this type of situation.
The simplest: the telephone!
If you only need to talk to one person, the phone is the easiest way to do so. Most mobile phone providers also allow you to make a three-way conference call with your smartphone. Each supplier details its procedure for conference calls on their website (Bell, Telus, Videotron)
As usual, your phone will also be your best tool for contacting service providers in case of emergency.
When you need to organize a meeting with more than three people or when you need to see your contacts or their screen, you can use videoconferencing services. There are several that are free and easy to use. Here are a few:
Tips for a smooth running videoconference
Here are some practical tips for a successful videoconference.
Remember that everyone can see you during the meeting. Avoid eating or doing other tasks. Don't forget to look at the camera from time to time to help keep the meeting going. If you have to walk away or take a call, it's best to mute your microphone.
Isolate yourself from other occupants in your unit so as not to interrupt your meeting and to guarantee the confidentiality of the information you exchange.
Be punctual. When a person does not log in on time, other participants often have no other way to contact them. If you think you will be late, contact at least one of the attendees to let them know. Otherwise, the other participants could proceed in your absence.
Use earphones or a headset. The microphones and headphones built into smartphones, tablets and laptops are often of average quality. You will hear each other better by using headphones and headsets. You can use the hands-free kit that came with the purchase of your cell phone.
Designate a moderator. During a remote meeting, there are sometimes transmission delays and you may also miss non-verbal cues from other participants. These two factors can quickly create a cacophony when everyone wants to speak at the same time. To avoid this situation, you can appoint a meeting moderator or set up speaking rules.