Proactively Avoiding Problems
Proactive planning can reduce barriers and make meetings go smoother. A list of what should be done before the meeting follows:
- A backup plan should be drafted, to be implemented if technology fail, thus insuring that the meeting will continue. This plan should include:
- The amount of time you are willing to spend for technical trouble shooting before going to the alternate meeting plan.
- The number of interruptions you are willing to allow before going to the alternate meeting plan.
- The agenda and handouts should be made available to the participants in advance. This may be done through:
- Inter-office mail.
- Posted on a shared drive or workspace.
- Any other method that works for all participants.
- A document or addendum should be included with the agenda explaining:
- The mechanics of communicating in the meeting.
- The meeting protocol (acceptable and unacceptable behaviors).
- The approximate time allowed for each speaker.
- The facilitator should arrive early to test equipment.
- When the meeting starts, the facilitator should:
- Test all connections for sound and visuals.
- Check with all sites to make certain they understand the mechanics of the system.
- Review the protocol.