Microsoft Teams is part of Office 365 and is widely used in schools across the UK. It provides video and audio conferencing features, making it a great tool for hosting online governor meetings.
To get started, only one person needs a Microsoft Teams account (e.g., headteacher or clerk). Here's how to set up, join, and share documents during your online meetings using Teams on GovernorHub.
Setting Up the Meeting
Go to GovernorHub:
Open the relevant meeting folder in Documents on GovernorHub.
Open Microsoft Teams:
Open a new window or tab for Microsoft Teams.
Click on Calendar and then select the Meet Now button (top-right corner).
Create the Meeting:
This starts the meeting with just you in it. You can give the meeting a name, e.g., "Meeting with Neil Collins."
Click Join now to enter the full meeting window, where you'll see the menu bar.
Invite Participants:
Click on the People icon (show participants).
This will bring up a panel where you can invite others, but we recommend copying the meeting link instead.
Click on the link icon next to the invite button to copy the join info to your clipboard.
Add the Link to GovernorHub:
Go back to the GovernorHub tab and paste the meeting link into your board’s Noticeboard (use CTRL + V).
You can also add the meeting link to the Documents area in the meeting folder and pin it to the top (this is helpful if you’re preparing in advance).
Wait for Participants:
As members begin to join the meeting, you’re all set to start! You can also share meeting papers once everyone is in.
Joining the Meeting
Click the Teams Link:
When it’s time for the meeting, click the Teams meeting link from your GovernorHub Documents area or Noticeboard.
Access the Meeting:
This will open Teams in a new tab on your computer.
If you don’t have the Teams app, simply click Join on the web instead.
Allow Permissions:
You’ll likely be prompted to allow Teams access to your microphone and camera.
Select Yes to allow access so you can fully participate in the meeting.
Sharing Meeting Papers
Share Your Screen:
In the Teams meeting window, click the Share icon (it’s usually located in the menu bar).
You'll be given several sharing options. For a cleaner presentation, we recommend selecting to share a Window, not your Desktop, as it helps people with smaller screens view the documents better.
Select the Correct Window:
Choose the window that has GovernorHub open (you’ll see it highlighted in the sharing options).
Conduct the Meeting:
Once you’ve shared the relevant documents (such as the agenda), you can proceed with the meeting as you normally would, discussing the materials with participants.
End the Meeting:
When the meeting finishes, participants can simply sign out or leave the meeting by clicking on the “Leave” button at the bottom of the Teams window.
Using Microsoft Teams for meetings is seamless when paired with GovernorHub—you can set up meetings, share documents, and run your meetings effectively all within a few clicks.