It is hard to believe that we have been working and learning remotely for over a year! Now it is time to return to the Harvard Chan School and re-familiarize ourselves with our spaces and technology services available. The IT Department has been working non-stop to provide remote technologies, and we are now transitioning our efforts and focus back to our physical locations to continue to provide you with all the services you need to be successful whether you are onsite, remote, or hybrid.
Our recommendation is that you proactively plan and prepare before working onsite is required. Contact IT today if you have questions or concerns about your IT equipment and would like to schedule a consultation with IT as part of your preparations.
Classroom and Conference Room Training Sessions
Wifi: Get Reacquainted
Meeting in a Hybrid Format
The way we work, communicate, and collaborate has changed. The pandemic was a catalyst for change in the world of remote work and a distributed workforce. It is important to remember that how we meet and collaborate when some individuals are remote and some are in-person has to be planned and thoughtful to ensure we are including all the voices at the table in the discussion.
Hybrid Style Meetings – Best Practices
- Test and practice in the room and familiarize yourself with the technology.
- Understand where your audio sources are (microphone and speakers).
- Consider video from the remote participant’s perspective.
- Test and try multiple laptops in the room joined to the Zoom meeting with all of the remote participants to provide viewing angles and content to online participants.
- NOTE: It is not recommended to have everyone in the room on a laptop and joined to the Zoom. This can be a discouraging experience that leaves your in-room participants wondering what the point is of being in the room and online at the same time.
- Make online participants life- size or as close as possible (not too small and not too large).
- Design the meeting and the agenda for hybrid.
- Facilitate the meeting include all voices (in the room and online).
- Consider having the online participants use this virtual background generator to display their name in the top right corner of their video.
- Assign roles and responsibilities at the start of the meeting to ensure someone is watching chat and non-verbal queues (such as hand-raising) in the Zoom meeting.
- Establish norms for the meeting to include expectations around un-muting and speaking or around raising hands to speak.
- Depending on the size of your meeting you may consider a partner system where each online participant has a friend in the room that they can communicate directly with. The person in the room can advocate on behalf of the online person to allow conversation to flow without feeling like they are interrupting.
Conference Room Technology
Below you will find a list of conference rooms that were upgraded during our time away from campus in 2020 – 2021. This list represents the start of a multi-year initiative to upgrade the technology in our conference rooms to improve your meeting experiences. There are many more conference rooms on campus. Please, contact IT to learn more about the options for hosting hybrid meetings in any conference room.
Recently Updated Conference Rooms
|401 Park||L3 – 004|
|L3 – 005|
|L3 – 084|
|9 Bow||Conference Room|
Teaching and Learning
Teaching on Campus
We know that teaching staff and students are eager to return and be together in our classrooms. There may be circumstances that require online participation for guests or students and participants that are unable to attend a class or session. We are here to help when these situations arise. The Media and Educational Technology Support team (METS) can provide services to keep you and your students on track in an emergency. These services include lecture capture, video conferencing, and Zoom support. For a complete list of services that the Department of IT can provide you visit our IT service catalogue.
Getting on Zoom in the Classroom
Below is a list of our classroom spaces if you need support to bring a remote guest into your classroom or a remote participant please send an email requesting support to email@example.com. Include the classroom location, date, and time of your event. We will coordinate support for you.
Note: all classrooms listed below are Zoom-ready and support video conferencing.
Working Onsite Again
We know that the pandemic has been a catalyst for changing how we work. We have made desks and workspaces at kitchen tables, bedrooms, basements, and attics. You name it and we have adapted to this new way of getting work done. Now, it is time to return to space designed for work and we are here to help you adjust to life back in your office space.
Getting started with Jabber
Jabber is the softphone application that allows you to place and receive calls from a Harvard phone line through your mobile device or computer.
Access Your Data
Many of our collaboration tools are available in the cloud and are already accessible from anywhere you have Internet access. No VPN required. These resources are protected by HarvardKey and 2-step verification.
Syncing your files through OneDrive is the best way to protect your data and provide flexibility
to your work by providing access to your files across multiple computers.
While OneDrive is the preferred and recommended solution, Dropbox is also offered to faculty
and researchers who need to share files external to Harvard. Similar to OneDrive you can sync your files in Dropbox.
Reference Guides and Resources
Need a Resource?
Someone from IT will connect with you to learn more or to direct you to the resources you need.
Guides and Resources Available
- Kresge G1 – Teaching Hybrid Expectations
- OneDrive – Syncing Folders
- Dropbox – Syncing Folders
- Virtual Background Generator
- Details on Hotel Station Set-ups and Preferences
- Publish a Lecture Recording
- AV Control System Walk-Through – Building 2, Rm 102
- Find the best WiFi on campus
- Zoom Carts Instructions