A little preparation can make a big difference in your virtual meeting experience. From testing your system to setting up your space, these quick steps will help you stay focused, feel confident and participate with ease.
If you're eligible to vote, you’ll receive your voting credentials by SMS and email before the meeting. We’ll also send a practice vote the day before so you can get comfortable with the voting process ahead of time.
Whether it’s your first time or just a refresher, here’s how to get ready:
- Try the Practice Vote
- Update Zoom and Check your System
- Test your Audio
- Prepare Your Area and Download the Meeting Package
- Join Early
1. Try the Practice Vote (if eligible to vote)
The day before the meeting, you'll receive instructions for a practice vote by email or text message. This is your chance to get familiar with the voting platform so you’re ready when it counts.
For the best experience, we recommend using your laptop for Zoom and your phone for voting. This setup allows you to easily manage both tasks without switching between apps.
View step-by-step instructions here: Virtual Meetings: Voting and Participating in the Meeting
2. Update Zoom and Check Your System
Download and install the latest version of Zoom from Zoom's Download Centre or your app store. This helps avoid technical issues and gives you access to the newest features.
Make sure your device meets Zoom’s minimum requirements:
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A stable internet connection
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A working microphone
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A webcam, if you plan to be on camera
Best device to use:
The easiest setup is to watch the meeting on your computer and vote using your phone or tablet.
Voting credentials will be sent by SMS and email, so it’s important to keep your mobile device available and ready.
If you only have one device, a computer is still your best option—it makes switching between Zoom and the voting platform easier, or you can view them side by side (learn how to use split-screen in Windows or macOS and iPadOS). On mobile, you can only view one app at a time, which can make it harder to follow along.
Zoom system requirements:
Internet connection:
Use a high-speed connection. A wired Ethernet connection is more stable than Wi-Fi. Aim for at least 5 Mbps download speed dedicated to your device.
Need help? Contact the RAE Tech Helpline.
3. Test Your Audio
Open Zoom and use the settings or join a Zoom Test Meeting to check that your microphone works properly. Even if your camera won’t be on, it’s a good idea to test that too so everything runs smoothly.
Test Zoom here: zoom.us/test
Need help? Contact the RAE Tech Helpline.
4. Prepare Your Workspace and Download the Meeting Package
Choose a quiet, comfortable space where you can focus.
Here are a few ways to prepare:
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Use headphones for clearer sound
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Turn off notifications and silence your phone
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Close apps or browser tabs you don’t need
- Visit the Member Portal to access the full meeting package and materials in advance. Reviewing them ahead of time helps you stay informed and ready to participate.
5. Join Early
Log in a few minutes before the meeting starts. This gives you time to get settled and troubleshoot any last-minute issues.
Final Tip:
Need help? Contact the RAE Tech Helpline:
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Email support@techhelpline.com | Chat Online | Call 1-877-573-6165
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Hours: Mon–Fri 7 a.m. to 6 p.m. and Sat 7 a.m. to 3 p.m. (MT)