Microsphere | Looking beneath the surface

How to Run Effective Meetings – MEETINGS BLOODY MEETINGS! Part 3

6/12/2016

Check: the room layout for the pre-booked water/tea/coffee, audio visual equipment projector/screen and microphones for large meetings, conferencing equipment for TC/dial-in, Wi-Fi & internet connection, enough chairs, access for limited mobility attendees, copies of documents, writing materials, flipcharts and markers etc.
H&S requirements including any requirements at reception for registration/sign-in, site safety guidelines, health declarations e.g. food manufacturing sites.
Any “housekeeping” notices need declaring at the start of meeting - Are any fire alarm tests or drills scheduled? Note the location of the nearest fire exits and assembly points.

Then there are ...

Many options are available from simply dialling in to a speaker phone to video conferencing or calling via computer or VOIP.

Some teleconferencing software is free others charge users a registration fee or charge users per minute e.g. Skype (for business), Webex, GoToMeeting …other products are available.
Timing is critical – convene early, check the tech, settle down and open the line promptly.
Ensure all invitees have dial in numbers and pins.
Use appropriate software if viewing presentation slides or sharing documents etc.
Introductions even more important than in face to face meetings.
Allow the Chair priority to actively direct discussions.
In audio-only meetings do not talk over other speakers.
Use headsets to avoid feedback, turn down the speaker volume, or use the microphone mute button.
If connection speeds are poor avoid using a video function.
Avoid rustling papers or typing near the microphone.
Check the microphone is off at the close of the meeting to avoid embarrassment.
Check out this video clip – it sums things up nicely

"A Conference Call - In real life"

But remember not everything can be done remotely and many prefer face to face meetings when negotiating.