We are working on a lot of large and small Virtual Meetings these days, and nothing is worse than holding the time on the calendar and then wasting the time due to technical difficulties. Fortunately, our team has over a decade of telecommuting under our belts, and a wide array of knowledge in over-preparing for meetings.
The following is a checklist of items to review prior to hosting your next virtual meeting. You can download a digital version at the button below.
Invitations
1. Is the link to the virtual meeting correct in the materials that were sent? Email? Calendar requests all have the correct link?
2. Is the time correct in the invites? Does it match the time in your online meeting (Zoom, Skype, etc) account? If you changed date/time and the original meeting time has passed, you’ll need change the settings or people may not be able to get into the session.
3. If you are working across timezones, did you ensure the option for changing the calendar invite to match the invitees time zone was selected.
4. Let people know the preferred method of joining: Voice + Video, Voice + Screen Share + Video, Just Voice, etc?
At See What I Mean we like Zoom.
Time and number of participants
5. Do you have enough capacity for the expected number of participants? Some systems stop at 100 or 10. Check your account.
6. Do you have enough capacity for the amount of time and participation? Some systems cap out at 3 people for 40 minutes in free accounts. Check your account.
Meeting settings
7. Have you prepared the settings you prefer in the system? Waiting room? Mute upon entry? Video on? At See What I Mean, we use the waiting room and mute upon entry for groups larger than 20. For smaller meetings, we do not use these settings.
Some systems use the same link for all of an individual's meetings (Ex: Webex Rooms). Ensure that you have selected the option to have a closed meeting, or people may enter your previous meeting.
8. Do you plan to record? Have you preset recording? Have you informed participants? If you don’t have it preset, how will you remind yourself to turn on the recording?
At See What I Mean we recommend planning to record the meeting, so if an individual has technical difficulties you can let them know you will send the recording rather than attempting to fix the issue and delaying the meeting for other participants.
Speaker readiness
9. Have you checked the lighting and setting in which you will be sitting if you will be on video? The light should be towards your face, not behind you. For example, don't sit with a sunny window behind you. You will be shadowed.
10. Consider clearing clutter behind your desk so people can focus on you and your message.
11. Check your microphone and your volume when you practice with the virtual system. If possible, do a test call with someone in a different space to see if there are audio issues you can’t hear on your end. You may need to invest in a mini-microphone, headphone or speakers to be clear. These devices often provide much better sound quality than your phone and sometimes better than your computer.
At See What I Mean we like the Jabra Speak, bluetooth speaker and microphone.
12. If the key speaker plans to be in a room with others, consider using two computers/cameras in the room -- one that can be close up on the primary speaker - the other that can focus on the room as a whole. (You’ll need to mute microphones and speakers on one of the devices.) An alternative is to invest in a camera that will follow whoever is speaking in the room.
At See What I Mean we like the Owl.
Materials and expectations
13. Have you downloaded a copy of the slides you plan to use on the computer you will be using for the virtual meeting? Using a downloaded copy helps save you some internet bandwidth. Some virtual services will let you add your slides into their system to save space.
14. Can you preload polls you plan to use during the session?
15. Consider including an opening slide that shares instructions or expectations with participants. At See What I Mean, these are our typical instructions for sign on:
Large meetings: All lines have been muted. Please use the chat feature to ask questions or introduce yourself. We are recording this session. If you are experiencing technical difficulties please call xxx-xxxx or email xxxx@xxxx.xxx
Small meetings: Your lines are open. Please turn on your video camera so we can see you. The meeting will begin with introductions. Please be ready to answer our opening question: xxxxxxxxx?
Avoiding problems
16. Can you optimize internet bandwidth? For example, try setting your device to high priority on your wifi or internet router. Or, ask others to limit high volume internet use during the time of your meeting (i.e. no streaming movies, online game play, or downloading huge files).
17. Do you have your slides ready to email in case some people can't see the screen and join only by phone? Could you do this before the call begins to all participants?
18. Identify a co-host who can step in if something goes wrong with your internet settings. Look for a setting where you can add this person as a co-host in the system.
19. Especially for large meetings, do you have someone ready to help the presenter? The support person can read the chat box, solve technical problems, or launch a powerpoint if the primary speaker is struggling with technology Having one person in charge of speaking and one in charge of technical issues helps keep the call from stopping if technical issues arise.
20. PRACTICE. Use the hardware, software, links, slides and cameras to make sure you’re ready.
21. Have a set of anticipated questions from the audience you can ask the speakers if technical issues keep others from asking questions, or you need to shift to sending out a recording.
22. Know when to quit. Agree with your team in advance about your plan if you experience technical difficulties. For example, if tech is not working 10 minutes after the starting time will you postpone, persist, switch platforms, or send as a follow up?
At See What I Mean our typical plan is to end a failed virtual meeting after 10 minutes of trying and instead record the session independently and send out.
We hope this tool is helpful. If you need more assistance, you can schedule a coaching call with us at the button below.
Author: Stacy Van Gorp