Online Meeting Best Practices

Summary

There are several considerations when you are preparing, hosting, and attending an online meeting. Below, find best practices for preparing, hosting, and attending an online meeting on your preferred platform.

Recommended Online Meeting Platforms

At Loyola, we recommend Staff & Administrators utilize Microsoft Teams or Skype for Business for their online meeting needs. For Faculty, we recommend using Zoom for meetings and virtual instructional purposes.

Learn more about Microsoft Teams, Skype for Business, & Zoom

Best Practices for Hosting a Meeting

Before the Meeting

  • Conduct a test meeting (if necessary)
    • Practice using meeting tools and be prepared to answer questions that may come up in the meeting.
  • Schedule meeting, invite participants, share agenda
  • Prepare meeting notes/talking points/presentation
  • Find a quiet location
  • Clean up your computers desktop icons (for future potential screensharing)
  • Turn off unnecessary notifications/distractions

During the Meeting

  • Greet and introduce participants
  • Take roll call
  • Assign someone to take notes
  • Explain how participants can interact in your preferred meeting platform
  • Encourage participation & engage your audience through comments or questions
    • Examples: Chat, Polling, Verbal/Non-Verbal Feedback
    • Explain how participants can mute or unmute themselves
    • Explain how participants can turn their camera off or on
  • Be positive, remain calm, and maintain a good pace
  • Share your screen or meeting presentation when necessary
  • Recap

After the Meeting

  • Q & A Session
  • Provide meeting notes, files, and presentation to participants 
  • Thank everyone for their participation
  • Send a "Thank you" email or survey for feedback (if necessary)

Best Practices for Attending a Meeting

Before the Meeting

  • Conduct an audio/video test
  • Be camera-ready!
  • Mute yourself
  • Familiarize yourself with meeting tools
  • Find a quiet location

​​​​​​​During the Meeting

  • Participate
  • Utilize verbal/non-verbal feedback meeting tools
  • Limit distractions

After the meeting

  • Review follow-up materials
  • Complete survey (if necessary)

 

Note: You do not need to employ each of these practices, rather, these lists are available for your consideration of which needs best fit your purposes.