People often forget about the importance of guest preparation when getting ready for a meeting. Whilst it is true that the majority of the prep done for web meetings is completed by the host, the guest should also be included in some of the stages. We’ve put together four simple steps that the host should follow to allow the meeting guest to fully play their part:
Invite new guests to a dummy meeting
Guests may be familiar with different meeting solutions to the one you’re hosting your meeting with. As we’ve spoken about previously, different solutions may come with different requirements/user journeys. This is why we always recommend creating a demo meeting with potential participants. This ensures they understand the process of joining the meeting before the live one and are confident doing so. By running through all this in advance, you can remove any teething issues and pave the way for a smooth-running meeting. You can also use this time to discuss the meeting agenda.
Provide the right information for the meeting in a timely fashion
Sharing the correct meeting agenda with your guests in advance is often one of those things that we know is really important, but still rarely remember to do. There are many different formats you can use to collate your information into one document. Here at Drum, we’re big fans of the bullet-point list, which makes it super-simple to just highlight key points, section them off into their subject or team-specific groups, and share.
Keep attendees up to date with the latest meeting date/time and URL/location
Our reliance on digital calendars means we often just wait for notifications to pop up on our screens. However, we all know that meeting dates and times are subject to change at any stage. And if you’re the host, it’s no good making changes if you don’t share them with the attendees! Make sure you update everyone due to attend as soon as you alter anything.
Check system settings for audio and microphone are working properly
This is something we see every day. Meeting attendees’ audio doesn’t connect and they can’t get it to work. But they’re inside the meeting and everything else seems to be working fine. To avoid this happening, it’s a good idea to prepare your meeting guests in advance. That way, you can make sure they know how to change the audio settings on their computer, and in their browser, if need be. Set aside some time a few days prior to the meeting to go through this or block off some time before the meeting to troubleshoot any potential issues.
Meetings are powerful, and effective meetings are contagious. But the number-one reason for meetings being deemed ineffective is poor meeting preparation. Our web meeting preparation tips and suggestions will help ensure that you – and your meeting guests – don’t fall into that trap. So whether you are using Drum or some other program for your web meeting, let us know how these tips helped you get on!