Varying terminology can make it complicated to talk about who should accomplish the various tasks needed in a well-planned and well-executed meeting.  We've developed the following role titles to ease communication to give us a common language for discussion. 

Many of these roles are filled by the same person, especially for small meetings.  However, if the meeting owner is very busy or unfamiliar with Skype, or if the meeting is large it pays to consider how many tasks one person can feasibly do.  Help is great, but it can get confusing when, for example, two or three different people are providing chat commentary in a hybrid meeting.

Reminder: These roles, as well as the tasks that follow, are best practice in CSS meetings only. They have not been adopted by Walden or Walden University.

• Meeting Owner: Decides a meeting is needed, sets agenda, invites speakers, determines attendee list, and develops content. Often also gets the meeting started, covers housekeeping information, and introduces the speakers. May be the sole speaker.
• Meeting Organizer: Verifies required information is included in the meeting invite and sends out/updates meeting invitations. Works with Meeting Owner to ensure all meeting needs and requirements are met.
• Meeting Speaker(s): Presents content at the meeting, usually via audio and video, and may develop content.
• Meeting Content Manager: Shares meeting material (e.g., PowerPoint slides, programs, screen). This is often done by the Meeting Speaker.
• Note-Taker: Takes notes and/or records meeting for all attendees, and posts notes and/or recording to appropriate space after the meeting.
• Meeting Technology Facilitator: Troubleshoots meeting technology issues with the meeting attendees, speakers, and content managers.
• Off-Site Attendee Liaison: On-site point of contact and advocate for off-site meeting attendees in hybrid meetings; provides troubleshooting and communication support for off-site attendees throughout the meeting.  Communicates technology issues that impact all offsite-attendees to the Meeting Facilitator.  Provides play-by-play in the chat (repeating questions, speaker names, why everyone in the room is laughing) to the off-site attendees.  In the event of a breakdown in the primary communication platform, is available by e-mail or IM to receive messages from off-site attendees.
• Chat Facilitator: Actively monitors and responds to the chat, raising questions from the chat to the speaker if needed. In hybrid meetings, also relays on-site and off-site attendees’ questions/comments to each other if needed. 

Note about the Meeting Facilitator, Attendee Liaison, and Chat Facilitator: These roles overlap to some extent.  In completely virtual meetings, an Off-Site Attendee Liaison isn't needed.  In smaller meetings, one person can easily fill all of these roles.  In large meetings, especially with more than 20 attendees, it is strongly recommended that one person's sole role is to troubleshoot technology issues.  This person can supplement other roles, but you don't want other aspects of the meeting to fall apart because the Meeting Technology Facilitator is so busy helping someone with an issue that they can't do their other tasks.

Before the meeting the following roles should accomplish these tasks:

• Meeting Owner: create an agenda
• Meeting Owner: organize speaker(s)
• Meeting Owner and Speakers: generate content
• Meeting Organizer: schedule the meeting (Skype for Business: Schedule a meeting)
• Meeting Organizer: send out/update invitations (Meeting Standards & Best Practices: Meeting Invitation)
• Meeting Organizer: create and configure meeting space (Skype for Business: Meeting Options)
• Off-Site Attendee Liaison: Let Meeting Organizer know an alternate contact (e.g., IM) where off-site attendees can reach you in case of primary platform breakdown.

The Meeting Owner and Meeting Organizer roles are usually filled by the same person. However, for large meetings there may be a few people or a group working on these tasks.  If there is a group involved, be clear as to who is responsible for each task.

The Owner and Organizer may also be different people for those who have assistants, (e.g.,  the CSS Academic Operations Support person schedules many of the CSS Executive Director's meetings).

During the meeting the following roles should accomplish these tasks::

• Meeting Owner: host the meeting
• Meeting Content Manager: manage the meeting space (Meeting Standards & Best Practices: Sharing Materials)
• Meeting Content Manager: present meeting content (Meeting Standards & Best Practices: Presenter Information)
• Meeting Facilitator: troubleshoot technology and other issues during the meeting (Meeting Standards & Best Practices: Audio Troubleshooting Checklist)
• Chat Facilitator: monitor chat for attendee questions and comments
• Attendee Liaison: if hybrid, ensure on-site and off-site attendees hear each other’s contributions
• Note Taker: take notes and/or record meeting (Skype for Business: Record a Meeting)

In smaller meetings these tasks all may be done by one person, although it can be challenging to lead a meeting and also take notes. In larger meetings or meetings where the presenter is doing most of the speaking, having at least someone to manage the chat, someone to troubleshoot issues, and someone to take notes is really helpful. 

Meeting organizers, consider your comfort level with Skype and technology.  If you feel you can easily juggle the different tasks in a meeting, go for it.  However, for your own stress levels, don't try to take on too much in a meeting.  The meeting will go more smoothly and the attendees will have a better experience if the organizer and presenters are relaxed and confident in their roles and have the support they need.

After the meeting someone needs to send out the meeting notes and recordings (if links weren't provided in the meeting invite) and send out action items. This can be done by the Note Taker, the Meeting Owner, or any other role as assigned. 

Meeting Organizers:  If there are speakers in the meeting other than yourself, confirm the speakers and provide them with the following information:

• agenda and speaking order
• how the meeting will be held (in-person, hybrid, or remote)
• if they will use a mic (handheld, lapel, headset, etc.)
• if they will be on webcam
• how the attendees will ask questions
• who will monitor the chat
• who to contact with technology questions/issues
• if the meeting will be recorded

It is a good idea to review best practices with your speakers.  Don't assume they are comfortable presenting in a virtual format or that they are familiar with Skype, especially if your speakers are outside of CSS.  If there are a lot of speakers or a number of different types of content, you may need to hold a practice session for the speakers and the Meeting Content Manager. 

Speaker Best Practices:

Before the Meeting:

Speakers, before the meeting confirm the speaking order with the Meeting Organizer.  Be sure to get your meeting content to the organizer in a timely manner, and bring up any concerns you may have.  If the organizer hasn't provided pertinent information, ask about it.  Don't assume the organizer is on top of things if you haven't seen any evidence of it.  Better to ask questions ahead of the meeting than to get to the meeting and discover it is a chaotic mess.

Here are a few tips for preparing for the meeting:

• set up and test your microphone well before the meeting, leaving time to troubleshoot as needed
• set up and test your webcam before the meeting, if one is needed
• consider how you will appear on camera, if a webcam is being used
• consider your location and how it impacts the meeting (e.g., loud coffee shop may not be ideal)
• know who the Meeting Technology Facilitator is and the preferred form of contact before and during the meeting

During the Meeting: