BEFORE YOU START

• Create a clean Meeting Environment
  - Remove distractions.
  - Chose a neutral background.
  - If you can, go to a separate room.
• If you are at Home
  - Tell your family that you are in a meeting.
  - Put a sign up that your kids understand, too.
• Use a Headset instead of a Mic on a Laptop or PC
  - To guarantee an optimized Audio Quality.
• Choose the right Tool
  - Zoom, Skype, Google Hangout: select the tool fit for purpose.
• Account for Download, Install- and Testing Time
  - Test your audio and video settings.
  - Familiarize yourself with key functionality: video, audio, mute, screenshare.
• Think of Alternatives
  - Provide standard dial-in options via traditional conference call lines
• For Meetings with more than 4 Participants
  - Assign a moderator.
  - Providers such as Zoom allow participants to “raise a hand”.
• Focus
  - Share basic rules for virtual meetings in advance.
  - Set and communicate clear goals and send an agenda in advance.

DURING VIRTUAL MEETINGS

• Optimize your Bandwidth
  - Ask participants to ONLY activate video during the first and the last two minutes.
• Start with an Icebreaker
  - Everybody gets to speak at the start, even if it is only a short «hello».
• Optimize the Time
  - Stick to 45 minutes, build in breaks, don’t go over 90 minutes.
• One at a Time
  - Optimize participation and decision-making with the “one at a time” rule.
• Use Online Feedback
  - Use chat functionality. For larger meetings, have someone taking care of moderation.
  - Tip: Apps like Poll Everywhere create the possibility to generate on-demand feedback on specific topics in real-time.

Go to the checklist here