5 platforms that Make Hosting Virtual Office Hours a Breeze

Office hours – they are often where good intentions are left unfulfilled. Many instructors struggle to get students to attend the weekly timeslots. And it’s not a new challenge specific to virtual learning. Hosting popular office hours was difficult in person, too. Understandably, this can be defeating. After all, as a higher education instructor, you want to help your students. But the payoffs of continuing to focus your efforts on hosting office hours are worth it.

Why Host Virtual Office Hours?

Office hours provide students with the opportunity to receive extra explanation on concepts they didn’t grasp during lecture, to dive deeper into a topic of interest that was perhaps only touched on in class, or for additional guidance on assignments. This is extremely beneficial, with much research pegging the one-on-one interaction between instructors and students during office hours as one of the most important factors in students’ success.

Five easy-to-use platforms

A host of platforms are available to use for your virtual office hours, both paid and unpaid. Some higher education institutions have a preferred system. However, instructors can often be left to choose how and where to host their virtual office hours. Here are five of the easiest, and most effective, platforms to use.

1. Zoom: Zoom has made a reliable name for itself over the last year, often cited as the go-to video calling platform during the pandemic – and for good reason. Zoom has a great free version, is easy to use and boasts a wide variety of tools that make virtual collaboration a breeze. You can use polling features to ask a larger group questions, the whiteboard to illustrate equations or visual concepts, and breakout rooms to separate large groups into topic-focused discussions. 
2. Slack: Slack has similarly taken off as an increasing number of workplaces and schools turn to virtual collaboration spaces. It’s known best for its great chat functionality, but also offers a calling function in both, the free and paid versions. Slack is a great way to share files and keep chats going after a call. Many professionals also collaborate over Slack, so by using this platform in your course, you’ll be helping students get familiar with the technology, boosting their resume, too.
3. Microsoft Teams: Microsoft Teams is another video calling, voice calling, and digital chat platform that is commonly used in workplaces. But beyond boosting your students’ resumes, this is a great tool for hosting virtual office hours for both individual and group appointments. You can host webinars for when you want to present a topic to a large group, or you can hold more interactive video calling sessions. You can schedule reoccurring calls that are easy to join – all students need to do is click a link and open the application through their internet browser. They don’t need a Microsoft account or subscription.
4. Google Hangouts: It is another free option that is really easy to use, especially so for those who have a Gmail account. Scheduling office hour meetings is done through Google Calendar and can be set to be reoccurring. With a limit of 150 participants, your virtual office hours will be sure to include everyone who wants to join.
5. GoToMeeting: The platform is a great platform to use if you or your students tend to switch between devices. All video calling platforms have a mobile version, but GoToMeeting is known to be reliable and easy to navigate on both Android and iOS. Students will find joining a call as easy as clicking a link, and you can use common tools, like screen sharing, to get the most out of your office hours.    

Dos and don’ts of hosting office hours

Hosting popular virtual office hours does take a bit of trial and error. Every class and cohort may require slightly different accessibility needs. However, there are key practices that are generally best to follow or avoid.

Dos

• Be clear about your availability. Set your office hours and stick to them. Students are likely to lose track and not show up if your availability changes each week.
• Hold students to account. You have the responsibility to ensure students have access to the help they need, and students are responsible for using it. Make sure you set clear expectations for cancellations and punctuality. 
• Be clear about accessibility. Post links and any passwords or login information on your class homepage, where students can access it easily.
• Ask what students want. Many students are in different time zones or have different learning preferences. Asking the time they’re most likely to attend and how they prefer to interact during office hours will ensure your students use and benefit the most from your support.
• Use interactive features. Virtual collaboration features, like a whiteboard, allow you to illustrate concepts and equations to improve students’ comprehension and retention of the content. 

Don'ts

• Assume students don’t want help if they don’t attend office hours. Some students may forget or be nervous to attend your office hours. Be encouraging and consistent, especially during busy periods of the semester.
• Forget about time zones. Consider where your students are and what hours are realistic for both them and you. 
• Forget about bandwidth and technology. Make sure you’re set up for success well in advance of your first virtual office hours timeslot. Test the features you want to use on the video calling platform and confirm your internet is strong enough for the task. 

Hosting virtual office hours isn’t only a proven way to boost students’ engagement in your course and advance their learning success. Devoting time each week to connect with students helps create a class community online, making the learning experience more enjoyable for you and your students.