Video Conference Meetings

Since the Covid-19 Lockdown was imposed, we have successfully relied upon video-conferencing facilities to enable us to continue to provide services.

Whilst it is now possible to offer some face-to-face meetings, the use of video-conference facilities remains the better option for most Mediation Participants provided that you have the necessary equipment and a reliable broadband connection.

We use an online video conferencing platform called Webex Meeting Rooms (similar to Skype but with additional features).

Anyone wishing to have a virtual meeting with us will need to use this facility. It can be used on smartphones, tablets and computers (as long as the device has a camera, microphone and loudspeaker)

Although it is free for you, you will need to download a version of the software. The following link will take you to their website where more information and instructions around this can be found: https://www.webex.com/downloads.html You will need to choose ‘Webex Meeting’ – the option on the left

Once you have downloaded the software, please try to get used to it and especially how to check your video and audio connections. If you experience any problems, please call us so that we can resolve them before your meeting – you will be more comfortable on the day if we have done this. There is a users’ guide at https://help.webex.com/en-us/n62wi3c/Get-Started-with-Cisco-Webex-Meetings-for-Attendees

Assessment meetings usually last around an hour and 15 minutes, whilst joint mediation sessions are usually 90 minutes long. We ask that you allow an additional 15 minutes for any technology issues and to wrap up the conversation properly.

You will receive an e-mail invitation to the meeting on the day and the email will give you a link to click to take you to the ‘Meeting Room’.

Documents

Where we ask you to complete documents for your meeting, we will share these with you at least a day before the meeting and would ask that you complete them and return them before the meeting starts. You will usually be able to complete these on your computer screen (and, where necessary, digitally sign them) and then share them with us using Clio Connect.

What if your computer does not have a webcam?

Laptops almost always come with integral webcams, but what if you are using a desktop computer?

Here there are two options:

  • Buy a plug in or wi-fi enabled webcam:
  • Use a smart phone as a webcam: there are several ‘apps’ that can be used to turn your smart phone into a webcam.

Below are some tips that I send to those who take part in ‘virtual’ mediations and while they do seem quite straight forward, it is easy to forget one or two of them when preparing for a meeting.

‘TECH’ tips for your virtual mediation

Technology - Please make sure that your device has sufficient battery, data and/or internet connection for the duration of the call.

Environment - This mediation should be treated the same as a ‘in-person’ mediation meeting. Please do your very best to make sure you are somewhere free from distraction and background noise .

Confidentiality - In mediation confidentiality is crucial so it is essential that no one else is present in the room and that no recording devices are used – I will go over this at the beginning of the call to stress the importance but note that this is also covered in your ‘Agreement to Mediate’ document. Building trust is so important in mediation; it can’t happen if there is no confidence about this. On the other hand, if you would have required someone’s extra support for mediation to take place in person, we can discuss how this might still be provided.

Hospitality - Unfortunately I won’t be with you to make a hot drink or provide snacks, but please feel free to have your own prepared so that you are as comfortable as possible before and during the session.

To schedule a video-conference meeting, please contact us on 01905 730640.

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