Virtual Meeting Checklist

Use this checklist to make your online meeting truly extraordinary!

Confirm Participation

Send confirmation email with url link as well as the call-in phone number to all team members.

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Familiarize Yourself with the Platform

Understand the functions and features of the platform you are using: polling, hand raising, chatting, breakout rooms, screen sharing, annotations, questions, whiteboarding, running audio, showing a video, recording/transcribing the session etc.

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Have an Agenda

Every meeting should have an agenda – especially virtual meetings!  Determine the deliverables and outline the process you will use to achieve the deliverables – using some (not all) of the platform features.  Send the agenda and any relevant information at least 24 hours prior to the meeting.

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Determine How You Will Take Notes

It is useful to take meeting notes and capture on-the-spot screenshots and visuals.  You can do this in the chat box or through external collaborative tools such as Googledocs or Mural.

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Engage the Participants

Determine when and how you will engage the participants.  Set the tone as they come into the virtual room either in easy banter or through the chatbox. Periodically check in and note who is talking by creating a “cheek sheet” with all your teammates’ names ahead of time

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Check Multimedia

All participants should have a webcam, microphone, and dedicated ethernet connection – and encourage them to keep them on for the entire meeting – unless there is ambient noise or something distracting is going on.  Make sure the camera is positioned so that your eyes are in the upper third of the screen.  Remove the clutter from the background.   Always have a headset available, just in case there are audio feedback issues.

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Silence Ambient Noise

Stop the ceiling fan, silence your phone, and turn off computer notifications.  Don’t forget to turn off the dishwasher, the washing machine, and dryer!  They all contribute to the ambient noise that can distract your meeting.

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Check Lighting

Lighting is just as important at the audio and video.  Make sure there is enough lighting on your face and in the background.

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