Virtual Meeting Best Practices Produced by: ELITE Program

Virtual Meeting/Presentation Etiquette

Pre-Meeting To-Dos for Presenter  Friendly Reminder day prior to meeting  Prepare Agenda and review prior to meeting  Schedule a quiet office for the presentation  Test Virtual Presentation Tools prior to meeting  Contact SME if needed for Presentation  Set up Closed Captioning thru CC Relay

Day of Presentation for Presenter  Close all windows/applications not needed for presentation  Put Do Not Disturb on your door  Put Do Not Disturb/or busy in Lync  Put phones on silent

During Presentation/Meeting for Presenter  Introduce yourself and any assistants/facilitators  Be sure the Closed Captioner is signed on  Give a briefing of how to use the virtual tools  Be sure there are no technical issues before you start your meeting/presentation  Speak clearly  If sharing your screen or programs etc., be sure to leave enough time for screens to refresh  Conduct an “Ice-Breaker”

Roles of the Facilitator/Presenter  Interacts with attendees/meeting participants  Encourages 100% attendee participation  Keeps meeting/presentation on track  Organizes Content  Begin & End on time  Creates a Positive Environment  Accommodate different time zones  Knowledgeable using Virtual Presentation Tools

Roles of Attendee  Try to be in a private office to alleviate distractions  Don’t hold sidebar conversations  Silence cell phones, pagers, etc.  Follow Presenter’s instructions when asking questions, participating in group conversations, etc.  Introduce yourself before speaking  Be very explicit about thoughts & feelings  Avoid sarcasm and be very careful with humor  If appropriate learn virtual presentation tool prior to meeting