If you want to have a great meeting or webinar, preparation is key. No platform is plug_and_play; it relies on your technology such as computer and internet. Our goal is to provide you with a great platform to hold meetings and webinars on and excellent support to make sure you succeed.
Before your meeting
Equipment – Technology prep
- Use a hard wired connection not wireless if possible – wireless is prone to choppiness.
- Plug your laptop in, don’t rely on Battery.
- Use a headset, if none is available use ear buds not speakers or you risk audio echo.
- Give your computer a fresh reboot, resources are important.
- Ask others (if on a home network) to stop using the internet while you are presenting.
- If you are on a corporate network, try a meeting and screen sharing to make sure the proper ports are open on the office firewall. You may need to consult with your IT Department.
Environment – Check your surroundings
- Examine your surroundings, make sure the dog is outside, that the phone is on silent and that you are not interrupted or distracted.
- Check your background if using webcam; is the sun coming in the window behind you? Are there people sitting behind you that don’t want to be on camera? Is there a lot of activity behind you or in the room that will cause your webcam to lose focus? Make sure your background is darker than your foreground and is professional. People should be focused on you, not what kind of window dressings you have.
- Check your audio. Are you using a cell phone? Make sure you have earbuds. Are you using speakers with an open microphone? You will likely have echo if you do not use headphones instead of speakers as your speakers play back into your mic. Do a test with an external attendee.
- Upload your presentation in advance to ensure it’s ready to go, give it a quick review.
Communicate with Attendees:
- Welcome your attendees and help them get settled.
- Are they muted? Let them know about the chat area.
- If unmuted, don’t forget to tell them how to mute themselves.
- Make sure anyone on a cell phone is muted.
- If anyone has speakers that are feeding back into their mic, ask them to mute.
- Give them an outline of what you are doing today in the meeting.
- Let them know if you plan to record and if that will be available to them to see later.
An opening slide is a great way to greet your Attendees and provide them with any message you want in advance of the meeting. This should be your first slide. Attendee comfort is paramount to your success.