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Best Practices for Online Meetings

Prepare

Turn off any potential distractions such as music and video streaming services. You may also consider deleting or hiding bookmarked pages in your web browser if you’ll be screen sharing, as they can be viewed by meeting participants. Lastly, you should consider any time zone differences that could make the meeting start time difficult for some participants.

If you are hosting the online meeting, it is also important to prep well in advance so you are not taking care of housekeeping items while early participants are joining.

Test Your Audio and Video

Test your audio and video devices (speakers, microphone, webcam) and mute all notifications that may serve as a distraction during the meeting.

Find Somewhere Quiet

Make sure you are in a quiet area to reduce background noise.

Have All Documents and Assets Ready

Remember to have any slideshows, documents, or videos that you will need during the online meeting ready at hand. 

Send Documents to Participants via Email

Before your meeting begins, send meeting documents to participants via email. This way, attendees can prepare and have the documents at their fingertips during the meeting. This works especially well if your meeting is a mix of in-person attendees and remote attendees. You may share hard copies with the in-person attendees, so it's ideal to email the documents to the remote attendees as well.

Open the Virtual Meeting Room Early

Arriving a few minutes early before your meeting start time is ideal. This is to accommodate the people who come in early, and those who may not be familiar with the technology, who often try to gain access in advance of the start time.

Greet Participants

It is important to introduce and acknowledge each member of the meeting so they don’t feel anonymous. This will empower them to engage and communicate freely.