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. 

  • 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)

Contact CSU Central IT Help Desk - for technology support