Telling your meeting attendees what to expect, how they need to prepare, and what technology they need will maximize attendee engagement. Use this checklist to make sure you are providing your attendees all the important information the need.
This checklist doesn't cover everything mentioned in the Meeting Standards and Best Practices materials. It covers the minimum recommended best practices.
Planning
Before you send the meeting invite, know the answer to these questions.
- What is the meeting objective?
- Who needs to be there?
- Is there any preparatory material or work the attendees need to do?
- How should the attendees interact with the presenters?
- How should the attendees interact with each other?
- Who is taking meeting notes and where will the notes live?
- Does the meeting need to be recorded and where will the recording live?
Meeting Invite
At the minimum, the meeting invite needs to include:
- a clear and descriptive subject
- a meeting location
- if webcams are required
- if speaking is required (or can attendees participate through chat)
- an agenda
- any preparatory materials your attendees need to review
Audio & webcams
If you are presenting, make sure you test your audio and webcams before the meeting.
If you plan on recording the meeting, it's a good idea to set your microphone levels. This way you'll get a good sound recording with minimal background noise and static.