• Room:
  • It is best to work in a private, enclosed space. If this is not possible, it is recommended to face the people moving in the room.
  • It would be best if the light shone towards the performer's face.
  • The more furniture in the room, the smaller the echo.
  • Pay attention to room temperature, humidity and air exchange.
• High-quality video and audio equipment:
  
  • If you don't want to disturb others, use headphones with a microphone.
  • For an external audio device, it makes sense to use a device that can control the cooperation of the microphone and the speaker, such as the Jabra Speak Series.
• Choose an ergonomic work chair and work position. Check Ergonomic computer workplace.
• Exercise and stretch constantly. Check Gymnastics and Stretching exercises.
• Also check the Working life portal, where you can find answers to questions about the working environment and labor relations.

• In conditions of remote work, communication inevitably becomes more written and asynchronous. This gives you the opportunity to formulate your wishes and messages more carefully. Agreements can also be fixed more easily. The disadvantage of the written form is the reduction of emotional contact, i.e. the emotions behind the messages may not be perceived. With all this in mind, choose the appropriate communication channel: phone, video call, instant chat, e-mail or SMS.
  • The telephone is a channel for holding a fast synchronous discussion through which information is transmitted directly. It is suitable to use the phone during working hours. It is easy to perceive emotions during a speech. It is difficult to fix agreements and information.
  • Video call is a channel of fast synchronous discussion, where information is transmitted directly. It is suitable to have a video call during working hours. It is easy to perceive emotions during a speech. It is difficult to fix agreements and information.
  • Instant chat is rather an asynchronous channel through which information is transmitted directly. It is suitable to have a quick chat during the day. It is worth using emoticons to express emotions. A trace of agreements and information is left behind, but it can easily disappear into history in the flow of communication.
  • E-mail is an asynchronous channel through which information is transmitted with a time shift. You can write an e-mail at any time. It is difficult to perceive the emotions expressed in it. Agreements and information are well managed and searchable.
  • SMS is an asynchronous channel through which information is transmitted with a time shift. It is appropriate to send an SMS during the day. It is difficult to perceive the emotions expressed in it. A trace of agreements and information is left behind, but it can easily disappear into history in the flow of communication.
• If the exchange of ideas keeps going back and forth about a question in an asynchronous communication channel, then it's time to make a video call.
• Try to use as few channels and applications as possible, because later it will be difficult to remember what was discussed on which channel and application.
• The university family's preferred solution for instant chats and video calls is Microsoft Teams. More than 17,000 members of the university family are in the address book of this application and getting in touch is very easy.

See also Video conference applications at the University of Tartu.

• The main online meeting application of the University of Tartu is Microsoft Teams. See also FAQ - Using Teams.
• Advantages of online meetings:
  • People don't waste time physically moving to the meeting place.
  • Sharing a common discussion document, screen sharing, and sharing a whiteboard is very easy.
  • Written questions-answers and notes made at the meeting are immediately available to the participants without follow-up actions.
  • Meetings are very easy to record and watch (Stream).
  • It is possible to invite and remove people spontaneously.
• Disadvantages of online meetings:
  • It is more difficult to perceive the emotions of the participants.
  • Technical glitches may prevent participation.
• Web meeting tips:
  • Turn off the microphone when you are not talking.
  • Use the quick chat function "Chat" to request a call and ask questions.
  • In case of poor connection, interrupt your own and/or incoming video stream.
  • To keep your colleagues informed if you have time for a joint discussion, the easiest way is to add all your absences to the calendar (Exchange Online - setting up and Microsoft Teams).

See also Video conference applications at the University of Tartu.

• Webinar software must enable:
  • Easy participant engagement (meeting link).
  • In addition to the web interface, the presence of a computer and smart device application is recommended.
  • Tools for meeting management (muting participants, managing the floor).
  • Screen and document sharing.
  • A white board if possible.
• The University of Tartu successfully uses BigBlueButton, Microsoft Teams and Zoom.
  • See also Video conference applications at the University of Tartu.
• Special features of BigBlueButton (BBB):
  • Allows you to share live video, audio, slides, computer screen, use chat room, white board, poll and breakout rooms.
  • Connected to the e-course software Moodle.
  • Getting started with BBB is very easy. Every member of the university family can use it for free either through Moodle or directly from button.ut.ee. See also Webinar guide at SISU@UT.
  • The web browser has limitations. Google Chrome is the best for using BBB, followed by Firefox and Opera. On an Apple phone, use Safari. There may be issues with audio quality and screen sharing with other web browsers. With Internet Explorer, BBB and save does not work.
• Microsoft Teams features:
  • Allows you to share live video, audio, slides, computer screen, use chat room, white board, poll and breakout rooms.
  • Not connected to Moodle (development project in progress).
  • Deploying Teams is of medium complexity.
  • Not intended directly for webinars, but rather for holding meetings.
  • More than 17,000 members of the university family have a license to use Teams and can be included in the seminar through the application's address book.
  • Each lecturer can initiate seminars himself.
  • The recording will be automatically available to the participants via Microsoft Teams after the end of the seminar.
  • In order to expand the circle of viewers, they must be made available via Stream, Panopto or another UT digital content environment.
  • See also FAQ - Using Teams
• Zoom features:
  
  • Allows you to share real-time video, audio, slides, computer screen, chat room and private rooms.
  • No polls and whiteboard functionality.
  • Not connected to Moodle.
  • Zoom deployment is of medium complexity.
  • Using the software is easy.
  • The software is paid. It is not practical to acquire a separate license for each teacher.
  • The seminar is coordinated centrally, which reduces flexibility and efficiency in planning the seminar.
  • The recordings arrive in the Zoom cloud or on the organizer's computer.
  • In order to expand the circle of viewers, they must be made available via Stream, Panopto or another UT digital content environment.
  • Zoom has a "Gallery view" function, where you can see video images of up to 49 participants at once.
  • Check Zoom guide.
• Teams Live Event - Well suited for lectures and conferences with a large number of participants:
  • Allows up to 10,000 people to participate.
  • Easy production and automatic video recording in Teams.

See also Teams Live Event - Video conferencing for large audiences

• In official meetings (councils, senate) it is necessary to introduce topics, lead the discussion and take decisions.
• The University of Tartu has successfully used Microsoft Teams ja Zoom for this purpose.
• Tips for using Microsoft Teams:
  • To ensure full functionality, it is strongly recommended to install, configure and test the software on your computer beforehand.
  • Meetings are free for the university family.
  • Participants can also be invited from outside the university.
  • Four participants can be seen at once (the last ones who have spoken), the maximum number of participants is 250.
  • Public voting can be done via instant chat ("Chat") or using a questionnaire ("Polly").
  • You can vote secretly with the help of a questionnaire or in the selesed.ut.ee environment.
  • All work organization and file sharing can be ensured virtually. Meetings are entered into the calendar and attendance is easy.
  • It is possible to record the meeting and instant chat.

• Tips for using Zoom:
  • To ensure full functionality, it is strongly recommended to install, configure and test the software on your computer beforehand.
  • Free Zoom has limited features.
  • Using the software is easy with a Zoom license or by renting a virtual room (add a room calendar, e.g. ITO Zoom).
  • Participants can also be invited from outside the university.
  • With the "Gallery view" function, 25 participants can be seen at the same time, in special cases 49 (the last ones who have spoken). The maximum number of participants is 100.
  • Public voting can be done visually or in instant chat ("Chat").
  • You can vote secretly in the environment telsinged.ut.ee.
  • Since the number of meetings with a license is limited, the event must be registered each time according to the instructions (either within the department or using other licenses in the meeting calendar) and forward the link to the participants.
  • It is possible to record the meeting.

See also Video conference applications at the University of Tartu.

• In the university, there is a need to elect members to representative bodies (e.g. unit councils, student representation) as well as to certain positions (e.g. deans).
• We recommend using the university's solution, valimised.ut.ee (Tivi), which allows you to organize both public and secret elections.

Check Creating Elections with the help of environment valimised.ut.ee and User instructions of the election application for voters.

Check FAQ - Digital elections and voting.

• In seminars, it is necessary to introduce topics, lead discussions and do group work on joint documents. The University of Tartu has successfully used Microsoft Teams for this purpose.
• Experience story from brainstorming sessions on digital development strategy, where a joint seminar was held with intermediate workshops in subgroups:
  • Create a seminar workgroup in Microsoft Teams (see Create a team workspace in Teams).
  • Create channels for subgroups.
  • Add discussion and co-editing files to each channel under the "Files" function (Powerpoint is recommended).
  • Distribute an invitation to the general channel ("General") to the participants of the seminar.
  • Hold the introductory discussion of the workshop as a Microsoft Teams video meeting (NB! Make a video recording).
  • Divide the seminar participants into subgroups and direct them to the workshop in separate channels (make video recordings of the workshop of the subgroup). Arrange the time of the joint seminar after the workshop in advance.
  • You can smoothly attend the workshop of random subgroups.
  • If necessary, you can go to the workshops to invite people back to the joint seminar.
  • It is recommended to organize a so-called coffee corner at the right time, where the participants can communicate freely.
  • The seminar documents, instant chats and video recordings will be available in the same Teams group after the event.

• Check 2020-05-07 webinar Recommendations for protection of scientific works.
• The University of Tartu has successfully used BigBlueButton, Microsoft Teams, Zoom and Teams Live Event to protect academic works.
• Tips for using BigBlueButton:
  • The defense takes place in the BigBlueButton web environment.
  • The defender can share his presentation or computer screen or draw on the white board.
  • The defense can be saved.
  • Questions are asked in instant chat ("Chat").
  • A moderator is needed to switch the microphones on and off when managing the debate and oral questions.
  • The committee meets in a separate work room ("Break-out room") to discuss the assessment.
  • For viewing, the recording must be made available via Stream, Panopto or another UT digital content environment.
  • See Using BBB.
• Tips for using Microsoft Teams:
  • The defense takes place in a Microsoft Teams meeting where all participants gather.
  • The defender can share his presentation or computer screen or draw on the white board.
  • The defense can be saved.
  • Questions are asked in instant chat ("Chat").
  • A moderator is needed to switch the microphones on and off when managing the debate and oral questions.
  • The committee meets in a separate Teams meeting to discuss the assessment.
  • For viewing, the recording must be made available via Stream, Panopto or another UT digital content environment.
• Tips for using Zoom:
  • The defense takes place in the Zoom conference room, where all participants gather.
  • The defender can share his presentation or computer screen. There is no whiteboard feature in Zoom.
  • The defense can be saved.
  • Questions are asked in instant chat ("Chat").
  • A moderator is needed to switch the microphones on and off when managing the debate and oral questions.
  • The committee meets in a separate work room ("Break-out room") to discuss the assessment.
  • For viewing, the recording must be made availablevia Stream, Panopto or another UT digital content environment.
• Tips for using Teams Live Event:
  • The defense will be broadcast live via the Teams Live Event.
  • The defender, the reviewer and the committee are the presenters, the listeners participate as spectators.
  • One or two moderators are needed to organize the order of performances and lead the discussion.
  • The defender can share his presentation or computer screen. For this, cooperation with the moderator is necessary.
  • Listeners submit their questions in writing and they are collected through the "Q&A" function. Questions can be corrected before publication.
  • The committee will meet in a separate Microsoft Teams video call to discuss the assessment.
  • The protection is automatically saved and can be tracked at the same address.

• General methodological recommendations:
  • Use e-course software tools to manage independent work.
  • Pre-record lectures in up to 18-minute segments.
  • Organize a webinar for sharing explanations, discussions and practice.
  • Make the webinar recording available to students.
  • Use instant chat or video conferencing applications to share clarifications and discussions.
  • Use e-courses or video conferencing applications to take exams and tests.
  • Add digital content of interest to the public to UT's digital repository (digivaramu.ut.ee).
• Basic software programs:
  • E-courses: Moodle.
  • Lecture recordings: Panopto (connected to Moodle).
  • Webinars: BigBlueButton (connected to Moodle).
  • Lectures with large audiences: Teams Live Event.
• Read more:
  • E-learning possibilities.

  • Creating and publishing digital content

  • Tips for recording a video lecture for the teacher.

• Check Recommendations for adaptation of assessment in distance learning situations.
• Use e-courses or video conference applications to take exams and tests:
  • Moodle has plenty of options for organizing tests and exams. This is fine if the student is allowed to use the materials. It is recommended to use a time limit and disable going back to answers.
  • If the use of materials is not allowed during the test or exam, a combination of e-course, video conference and screen control (recording) software can be used.
• Video conferencing software can be used for the oral exam, where the lecturer and student can communicate with each other.

• If you want a live broadcast and/or recording of the graduation ceremony, you can find more detailed information on the UTTV website.

• Files and work materials can be stored in Sharepoint linked to the Microsoft Teams file area and Microsoft OneDrive:
  • Access to files can be shared by workgroup in Microsoft Teams (in MS Office 365 applications). Access can also be given to people without a university user ID.
  • In the shared environment, you can edit files together and chat in the instant chat window at the same time.

The preferred storage location for study materials at the University of Tartu is Moodle.

• Documents in different formats (text editor, spreadsheet, presentations, wikis) can be edited together. This speeds up the result and helps avoid the creation of different versions.
• A collaborative document is always in one correct place, and it is clear to all parties what the latest valid version is.
• Solutions recommended by the University of Tartu:
  • Word, Excel and Powerpoint in Microsoft Teams or MS Office 365 applications:
  • In addition to joint editing and commenting on documents, Microsoft Teams enables a flexible quick chat about a document in the communication area. See also FAQ - Sharing files and documents.
  • wiki.ut.ee or Microsoft Teams application "Wiki".

Check Creating a Wiki workspace at wiki.ut.ee and FAQ - Teams tips.

• When managing projects, you need to consider:
  • Where he project documentation and information are located at.
  • How the project agenda and tasks are managed.
  • What communication channels are used.
  • How is development coordinated.
• Recommendations regarding University of Tartu project and work management applications:
  
  • Microsoft Teams and MS Office 365:
    • Each member of the university family can create a project- or unit-based workspace for all MS Office 365 applications.
      Check Create a team workspace in Teams.
    • Important Features:
      • File management (Microsoft OneDrive).
      • Collaborative document editing (Microsoft Teams).
      • Instant chats (Microsoft Teams).
      • Shared calendar (Exchange Online and Microsoft Teams).
      • Mailing list (Exchange Online).
      • Work meetings (Microsoft Teams).
      • Work management (Planner).
      • Management of video recordings (Stream).
    • See FAQ - Teams tips.
  • Wiki.ut.ee:
    • Wikis enable the creation of easy-to-read and browsed knowledge areas through flexible joint editing.
    • Unit-, project-, or topic-based wikis are used at UT (e.g. Arvutiabi, UT digital repository, UT ITO development portfolio, information technology department).
    • The wiki is based on the Atlassian Confluence product (UT has a license for 2000 users).
  • Jira.ut.ee:
    • A powerful development and service work management solution.
    • At the University of Tartu, it is used to provide help desk services and manage and develop information system applications.
    • Based on Atlassian Jira Software and Atlassian Jira Service Desk.
  • Grandiveeb:
    • Grandiveeb is an administrative environment within the university, where it is possible to perform procedural actions related to projects.
    • See also Article in UT magazine - Project processing became easier (in Estonian).

Check FindTime.

• GitLab Communication, a manual for the full-time remote business on how to effectively communicate with your employees.
• Basecamp REMOTE, a book introducing remote work.