- Teams: https://support.microsoft.com/en-us/office/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4
- Zoom: https://support.zoom.us/hc/en-us/articles/201362193-Joining-a-Zoom-meeting
- Virtual meetings_downloadable checklist - how to prepare to host or join a virtual meeting or visit https://docs.google.com/document/d/1PsAZaX8y9wAF8JKlU_oNY96t-xUqQ9hf07PWd_mJZBQ/edit
Virtual Meeting Checklist
(from how to prepare to host or join a virtual meeting)
Step 1: Nail down the details
Do this: 1-2 weeks before your virtual meeting
Technology and equipment:
Identify your meeting tools and tech.
Learn how these tools work, including all capabilities.
Share basic tool instructions with attendees.
Choose a neutral/professional setting where you can host the meeting.
Test your meeting tool on your computer.
Engagement:
Pick a short icebreaker question for the beginning of the meeting.
Develop a short itinerary and an objective summary to send along with your meeting invitation.
Set attendee expectations.
Troubleshooting:
Find a moderator to help with IT issues.
FInd a co-host to help with engagement.
Commit to an “identify and eliminate” problem-solving strategy for unforeseen challenges.
Step 2: Send meeting invitations
Do this: 1-2 weeks before your virtual meeting
include:
Meeting date and time
Technological format
Connection links and instructions
Attendee expectations
Meeting itinerary
Meeting objectives
Step 3: Send meeting reminders
Do this: 24 hours before your virtual meeting
Include:
A request for everyone to test the meeting technology
The details outlined in the original meeting invitation
Step 4: Conduct pre-meeting checks
Do this: 15 minutes before your virtual meeting
Sign in to your meeting with your fellow hosts and moderators.
Check your microphone and speakers.
Verify your meeting settings, including any attendee settings (muting/camera off) you want to have in place.
Launch a waiting room if your technology allows.
Review your meeting flow and itinerary one last time.
Step 5: Kick off your virtual meeting in style
Do this: At the start of your virtual meeting
Do a roll call to give everyone a chance to smile and greet one another.
Deliver the icebreaker you selected in Step 1.
Step 6: Be the best virtual meeting host ever
Do this: During your virtual meeting
Stick to your meeting flow and itinerary.
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Use these strategies/techniques to make your attendees as comfortable as possible:
Smile.
Dress as you would for an in-person meeting.
Speak more slowly than you would in person.
Mute notifications for all your other apps.
Focus only on the meeting for its entire duration.
Speak clearly and into your microphone.
Extend pauses after everything you say to give people plenty of time to weigh in.
Make “eye contact” by looking into your camera.
Frequently ask if anyone has any questions or additional thoughts.
Take a group selfie (just a picture of your screen) every 15 minutes to cultivate attention and eye contact.
Speak with your hands to encourage attendees to look at you and make eye contact.
Avoid looking at yourself. (Hide your view if you must.)
Acknowledge speaker contributions with a silent nod.
Call on attendees who haven’t had a chance to say anything.
If your meeting is long, take breaks.
Step 7: Don’t just end your meeting—close it
Do this: Before you sign off of your virtual meeting
Ask if anyone has any other thoughts to add
Summarize key points
Summarize next steps and clarify responsible parties
Tell attendees you will send a follow-up email shortly so they know to watch for it.
Step 8: Follow up immediately
Do this: After your virtual meeting concludes
Include:
Meeting summary
Next-steps summary
Key meeting accomplishment.
Recording (if applicable)
Satisfaction survey link or simply a request to email you directly with feedback.
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Tech Tips (by John Heisel)
- always have backup devices (laptop, tablet, smart phone, etc.
- If your internet goes down you can call in
- Know how to access the phone number to call in for the meeting, in advance
- Backup wifi is helpful as well - many smartphones have the option to use as a 'personal hotspot' for wifi on your laptop/computer (this should work on or off campus
- audio - seems to be the most common challenge of virtual meetings
- login in advance and test audio
- Teams and Zooms has option to test audio on your own so you're not the 'can you hear me' person in the call : )
Contact CSU Central IT Help Desk - for technology support
- Email help@colostate.edu or call (970) 491-7276
- Additional information including hours of operation can be found on the ACNS Technical Support Services page or visit https://www.acns.colostate.edu/technical-support-services/