Proactively Avoiding Problems

Proactive planning can reduce barriers and make meetings go smoother. A list of what should be done before the meeting follows:

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