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Although it can seem daunting, try to find a time that works for everyone for an in-person meeting. You want to avoid leaving out any team members because of schedule conflicts. Taking care to include all parties helps create a sense of teamwork.   In-person meetings help foster relationships in a way that Skype or conference calls often do not. Additionally, in-person meetings help you avoid technology snafus that might interrupt your discussion. If an in-person meeting isn't possible, then the next best alternative is a Skype meeting at a time that works for all parties. If circumstances prohibit a Skype or in-person meeting, then a phone meeting (while not ideal) is appropriate. Depending on your particular group of participants, a meeting in a school conference room might be your best option. If your group of collaborators are already close, meeting in a member's home or a local cafe or pub could be appropriate and cultivate a laid-back, open atmosphere for your meeting.  Reserve your meeting room in advance, especially if you would like to have a conference or meeting room in a public location like a school. Don't assume the space will be open when you want to use it. Regardless of your meeting's venue or format, ensure that all meeting participants can hear and see each other. Adjust lighting, microphones, and seating to ensure seamless conversation and exchange of ideas. By using Google Docs, you ensure that your notes and lesson plans will autosave and not be lost to technological hiccups. Everyone can edit and access these documents from anywhere using a Google account.  If any group members are unfamiliar with Google Docs, it might be helpful to dedicate some meeting time or a separate meeting on how to use Google Docs. See how to Use Google Docs for Collaboration for more information on incorporating this technology into your meeting. You can also have members share ideas in Google Docs before the actual meeting so everyone is more prepared going into it. Many people are visual learners, so if possible, use visual aids at your meeting to supplement your discussion. The visual component of your meeting doesn't need to be complex or time-consuming to create. Images on an overhead or a brief PowerPoint presentation with relevant data will involve the audience more in the discussion.
Select a meeting time that works for everyone. Find an ideal meeting location. Utilize Google Docs. Incorporate visual aids.