How to Host a Virtual Meeting (Video included)

There are some simple and effective strategies to consider prior to hosting a virtual meeting when working with vulnerable persons of any age. The following list can ensure the meeting is a success.

Ensure your client has access to technology and platform ahead of time.
Help your client to create a plan to ask for support or assistance to access location, technology or an internet connection for the meeting.\
Ensure your client has time, date, and a reminder set up ahead of scheduled meeting.
Provide client with agenda ahead of time and list of information they may be required to have for meeting.
Ask support person to attend if possible and provide reminders and cueing to client
Remind your client to be in a quiet location, use headphones to block out distractions
Test platform with your client ahead of time to ensure they can use/access the platform
Use a simple and easy to access platform. If possible, ask the client their preference, maybe more comfortable using a simple technology such as facetime or Whatsapp if applicable.
Provide recording of meeting to client if allowed/possible for the client to review.
Speak clearly and slowly as this may be difficult to follow for an individual with a cognitive impairment.
Ask the client what time of day is best for their attention and focus Morning or afternoon
Keep the information simple and concise and limit the number of participants to avoid overwhelming the client.
Ask the client if they need a break.
Keep meeting brief as virtual meetings can be cognitively fatiguing
Remind client of steps, keeping muted to reduce background noise and distractions.
Repeat information as necessary and ask client if they understand, ask client to repeat back.
Be patient, set up cues with client if the client is feeling overwhelmed or confused. Eg. Raise hand to alert .
Send client a summary of meeting notes via email, google drive or mail for their review and to track in their court binder/google drive.

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