Tips for Success
Review helpful suggestions on how to make the most of your online meetings.
Prior to Meeting or Event Start
- If you plan to share your entire desktop, turn
off any instant-messaging applications, notification software or other
programs that may interrupt or distract from the meeting.
- Turn off any streaming media applications that
may take up bandwidth and resource-intensive applications that may be
taxing processor ability.
- Set the desktop display to a neutral background
and adjust display settings to a mid-range resolution (e.g., 1024 x 768)
to improve the display for attendees with lesser settings. This is also
the optimal setting for recording a meeting.
- Clean up your desktop before a meeting. Eliminate
wallpaper and icons that may distract your attendees.
- Make the documents you wish to share easily accessible.
- Run a trial meeting with a friend to anticipate
questions and to familiarize yourself with the format of your online presentation.
Managing the Meeting
- Arrive a few minutes early to greet the attendees
as they arrive and start the meeting on time. It also helps to have a
welcome presentation running during this time. Your presence in these
opening minutes can help establish the tone and direction of the meeting.
- Create a welcome message under the Meetings category
of Preferences to greet your attendees as they arrive at the meeting.
- Provide an agenda at the start of the meeting,
including estimated duration, and stick to it.
- Inform attendees what the purpose/goal of the
meeting is, what to expect and when and how to ask questions and participate
in the meeting.
- Provide information on how to use equipment or
services and how to get assistance if needed.
- Nominate a co-organizer
to monitor and respond to the chat log when someone is presenting.
- Encourage participation by using open questions
such as "What would you suggest?" and "How do you feel about?"
- End the meeting clearly. Make sure all the attendees
know that the meeting is formally over and stay on the line to address
any last questions.
Managing the Conference Call
- Call in to the meeting from a location where there
is little background noise.
- Consider globally muting participants at the start
of the meeting to avoid noise issues. Turn off system prompts and sounds
for when attendees join or leave a meeting. Read the Voice Conferencing
section of the help files to familiarize yourself with the conference
- Avoid using cellular and cordless phones because
of static and use the phone handset or a headset instead of speakerphone
because of background noise, tunnel effect and sentence clipping.
- Turn off your call waiting. The beep of a new
call on another line is heard by everyone on the teleconference.
- Avoid putting your phone on hold during a teleconference.
Your hold music will play into the conference call, and make it impossible
for the other attendees to continue the meeting.
- Introduce yourself when you begin speaking and
ask other attendees to also identify themselves before speaking. Not everyone
in the meeting may know everyone else's voice.
- If you find you are having a sound quality issue,
hang up and dial back in. Sometimes these problems clear themselves up
when the bad connection is terminated.