Your Guide to Remote Organising

To expand accessibility, we've found that there are several useful pieces of technology you can use to continue or expand the organising work of local branches and party councils virtually, without having to meet in-person.

On this page we've collected some guidance on how to make the best use of them. There are a variety of options that reflect the technology skills of our members, so you can chose what you feel is most appropriate for members in your branch or network.

Expand the sections below to learn more about each solution. If you have any questions about using any of these please get in touch with Party staff.

Video Calling: Zoom

The basics

Zoom is a video calling software which allows you to host up to 100 people in an online chat. This can be extremely useful for holding larger meetings and allows for screen sharing so you can present to your audience.

Getting started

To set-up a call on Zoom you will need to download the desktop application. Members do not need to have a Zoom account to join your call, but they will need to download the free app on their computer or phone.

When you have logged into your account, you will see options to schedule a meeting or host a meeting. We recommend that for broader member meetings, you schedule a meeting so you have a link to send attendees in advance. For uses such as executive or committee meetings, you can host a meeting straight away.

When setting up a scheduled meeting, you have a number of options for how the meeting will work. These are mostly self explanatory, but might vary based on the purposes of the call. For calls with large numbers of participants you may wish to enable muting users on call entry to make the call manageable.

When you are hosting a meeting, you have a number of options including to invite new users to join the chat, manage users (including muting users, disabling video, removing users from the call or locking the call to new users).

You can also share your screen with other users if there is a document or presentation you want to discuss.

To host meetings, you will need a Zoom account, which you can create here.

Costs

You can set-up a free account for your branch with Zoom, and there should be no cost if you join the call by WiFi. If you use your mobile to join the call using video this will use some of your data, so check your allowance so you don't incur any charges.

Phone calls to use the service are charged at a ‘local rate’ which means they will often be included in your phone bundle at no extra cost, but check your contract if you are unsure.

If you would like to have calls longer than 40 minutes on Zoom, then your branch can also sign-up for a paid account that allows you to do this for £11.99 per month.

Summary

Pros:

Free for up to 100 call participants.
Simple to use with a range of dial in options.
Allows scheduling of calls in advance and sharing via email.

Cons:

Requires some setup and practice to use effectively.
Moderating large calls can be quite involved.

Further support

Zoom's Getting Started Guide

Guide to setting up and inviting participants to a call

Refinery29's Guide to making the most of Zoom

Group Messaging: WhatsApp

The basics

WhatsApp is a messaging platform that allows you to share messages and have conversations with a group, such as members of your branch.

WhatsApp offers a mobile app that is free to use and as anyone with a smartphone can join and take part, it is one of the easiest methods to stay in touch with members.

Getting started

The first step is to download the app on your phone and set up a group for your branch or network. The group should be set up by officers of the branch, who will then be the group’s administrators.

When you set-up your group, you will get a unique link - email this link to members of your branch, when they click on it they will then join your group and be able to contribute.

It is important that you ask members to join using the link rather than adding them to the group automatically. This is to make sure that members have opted in and have given their permission to join the group.

If someone decides they no longer want to be part of the group, they can easily remove themselves, or you can do it for them as an admin. They can also decide to mute the conversation so they don’t get alerts for a while.

Costs

It is free to download WhatsApp and use over WiFi. WhatsApp doesn't normally use much data, but if you use the app with your mobile data, keep an eye on your allowance so you don't incur any charges.

Summary

Pros:

Many members will already use WhatsApp to stay in touch with family and campaigning.
Useful for sharing ideas and keeping in contact.
The app is free and is easy to learn to use.

Cons:

Not useful for hosting live meetings.
Needs moderation.

Further support

For more information on setting up a WhatsApp group for your branch or network, follow the links below:

WhatsApp also has a useful guide for some of the others features you can use once your group is up and running - find out more at the links below:

Phone Conferences: WhyPay

The basics

Although we are not able to meet physically for the next few weeks, holding your planned meetings by teleconference is a great way to engage with other members in your branch and help everyone stay in touch.

WhyPay is a free service that allows you to set up a special number that your branch members can use to hold your meetings. As you only need a landline or mobile phone to take part, it is easy for everyone to join and you don’t need to know everyone’s number.

Getting started

When you’ve decided what you want to discuss at your meeting, send members the agenda, with the times for the call and the special number they should use.

All members who join the call can speak to everyone else so you should make sure that you have a chair or convener to facilitate the meeting so everyone gets a chance to take part.

Click here to set up your free WhyPay account and special number.

WhyPay allows you to hear and speak to other members, if you want members to be able to see each other, see the Zoom option below.

Costs

Setting up an account with WhyPay is free. Calls to use the service are charged at a ‘local rate’ which means they will often be included in your phone bundle at no extra cost, but check your contract if you are unsure.

Summary

Pros:

Free for up to 50 call participants.
Anyone can join with just a landline or mobile phone.
Participants get to hear and talk to each other.

Cons:

Needs a good convener so that everyone can take part.

Facebook Groups

The basics

Facebook Groups can allow you to share and discuss information in a closed environment with members of your branch.

Groups are different to 'Pages' on Facebook, as they mean that as well as posting official information from your local branch, members are able to share content, comment and have conversations.

Getting started

A well run Facebook Group can be a good place to recruit volunteers for campaigns, host and keep track of attendees for events, and co-ordinate messaging on social media.

Officers can be made administrators of their local group, and will be able to approve or decline posts from members. Remember, it's important to make sure posts are high quality and contribute to a positive and helpful group experience.

To take part, you will need a Facebook account.

If you are unsure about setting up a Group or would like help from Party staff, get in touch and we can help you set up the Group.

Costs

You can use Facebook on your computer or donwload an app to your smart phone for free over WiFi. Facebook doesn't normally use too much data, but if you use the app with your mobile data, keep an eye on your allowance so you don't incur any charges.

Summary

Pros:

A high proportion of your members are likely already familiar with Facebook.
Very useful for event hosting and for sharing updates.
Easy to learn to use.

Cons:

Not useful for hosting live meetings.
Needs careful moderation.

Further support

Facebook's Group Admin Guide

Facebook's Page Moderation Tips

Staying in touch with the Co-operative Party

Data Protection

Code of Conduct

We take our co-operative values very seriously, and these should be reflected in how we operate as a party – locally and nationally – and how we treat each other as members.

To support this, NEC has agreed the following statement that applies to all Party activity, online and in person.

Statement on Party Conduct:

As a Party, our co-operative values should be reflected in our actions as well as our policies.

All members should feel welcome and encouraged to participate, in meetings, events and on social media. There is no place in the Co-operative Party for intolerance or abuse.

To enable this, we will:

Make meeting and events accessible and welcoming, encouraging maximum attendance and participation
Conduct all meetings in a friendly and co-operative way, in accordance with the rules & standing orders and in a manner that enables all views to be heard
Not tolerate harassment or discrimination based on age, gender, sexual orientation, marital status, disability, colour, race, ethnic origins or religion, or any form of personal abuse in meetings or on-line.

If you have concerns about the conduct of anyone at a Party meeting or on one of our online platforms, please get in touch asap.