On the Day of the Meeting - Organisers arrive early!
- 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 ...
- 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
- But remember not everything can be done remotely and many prefer face to face meetings when negotiating.
Part 4 - Conducting (or Conduct in) the meeting and the Follow Up