Where meetings have multiple internal and external participants, the impact of attendees not being able to connect could reflect poorly onto the organisation.

Ensuring that there is ICT support for the meeting in advance could potentially remove some of those issues.

Suggested meetings that would fall under this may include,


Cabinet, Scrutiny Panel, Governance and Audit Committee, Licensing Committee, Local Plan Committee, Planning Committee, Policy and Public Initiatives Panel and Revolving Investment Fund for example.

Other SMT meetings with external partners may also need assistance if requested.


Teams is the default platform for all meetings.


Zoom is only a suitable alternative if ALL the information being discussed is publicly available. This is detailed in the Zoom guidance attached.

This is only being used at present for councillor meetings which are led by Committee services.

ICT would be there to support and Troubleshoot any issues that may arise from the meeting at that time.


Below is the suggested guidance for ICT support for high profile meetings. This  would apply to both Teams and Zoom meetings.


Service Responsibilty

  • To ensure that all attendees have been notified in advance, that the correct email address has been supplied.
  • To ensure that all attendees have the meeting URL as well as the meeting hyperlink (Teams) in case that fails.
  • To ensure that all attendees look to connect in advance of the meeting (generally 15 minutes before) to ensure they can connect and identify and troubleshoot any issues if they cannot.
  • Where connecting to an external meeting, the credentials have been supplied and distributed as per the Zoom guidance notes attached.
  • For internal Zoom meetings, the setup and management of it should follow the guidance notes attached.
  • If ICT help is still required, a call needs to be raised via the ICT portal HERE giving sufficient notice of the meeting to plan resource.


ICT Responsibility

  • To be available to join the meeting to help identify, troubleshoot and to provide guidance if required.
  • 1) To resolve password or authentication issues.
  • 2) To provide guidance on connectivity issues.
  • 3) To provide guidance on issues with speaker/microphone issues.


Once the meeting has started and no further issues have been identified, ICT assistance is no longer required.

Additional guidance notes for Zoom meetings need to be adhered to for participants as this is hosted by an external company. See attached.