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In this handy Cheat Sheet are lists of best practices for leading in-person, virtual, and hybrid meetings. There's also a checklist of best practices for attending meetings.\r\n\r\nAlso, when you're planning meetings, you need to think about the kinds of technology you'll need and what will be available to you.","description":"Meeting success requires a combination of proper meeting design as well as meeting processes that strive for inclusivity. In this handy Cheat Sheet are lists of best practices for leading in-person, virtual, and hybrid meetings. There's also a checklist of best practices for attending meetings.\r\n\r\nAlso, when you're planning meetings, you need to think about the kinds of technology you'll need and what will be available to you.","blurb":"","authors":[{"authorId":35194,"name":"Joseph Allen","slug":"joseph-allen","description":"Joseph A. Allen, Ph.D., is a professor of industrial and organizational (psychology at the University of Utah. 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We’ve separated the checklists by format to include:</p>\n<ul>\n<li>Best practices for any meeting</li>\n<li>Additional best practices for a virtual meeting</li>\n<li>Additional best practices for a hybrid meeting</li>\n</ul>\n<table>\n<tbody>\n<tr>\n<td><strong>Best Practices for Leading a Meeting</strong></td>\n<td><strong>✔</strong></td>\n</tr>\n<tr>\n<td>I assess whether the meeting should be a meeting at all.</td>\n<td></td>\n</tr>\n<tr>\n<td>I carefully craft an agenda that fits the time allotted.</td>\n<td></td>\n</tr>\n<tr>\n<td>I curate the invite list to include only those for whom it is relevant.</td>\n<td></td>\n</tr>\n<tr>\n<td>I assign pre-work.</td>\n<td></td>\n</tr>\n<tr>\n<td>I set expectations in advance about meeting participation.</td>\n<td></td>\n</tr>\n<tr>\n<td>I start the meeting on time.</td>\n<td></td>\n</tr>\n<tr>\n<td>I start the meeting with small talk, non-business-related chat.</td>\n<td></td>\n</tr>\n<tr>\n<td>I reiterate the ground rules for participation.</td>\n<td></td>\n</tr>\n<tr>\n<td>I actively stick to the agenda.</td>\n<td></td>\n</tr>\n<tr>\n<td>I actively manage deviations from the agenda.</td>\n<td></td>\n</tr>\n<tr>\n<td>I end the meeting on time.</td>\n<td></td>\n</tr>\n<tr>\n<td>I communicate information from the meeting (minutes, action items, etc.) in a way that is accessible to all.</td>\n<td></td>\n</tr>\n<tr>\n<td>I ensure a plan is in place for follow-up.</td>\n<td></td>\n</tr>\n<tr>\n<td>I solicit feedback on the meeting from attendees.</td>\n<td></td>\n</tr>\n<tr>\n<td>I act upon the feedback and share the response at the next meeting.</td>\n<td></td>\n</tr>\n</tbody>\n</table>\n<h3>Virtual meetings</h3>\n<table>\n<tbody>\n<tr>\n<td><strong>Best Practices for Leading a Virtual Meeting</strong></td>\n<td><strong>✔</strong></td>\n</tr>\n<tr>\n<td>I leverage the calendar invite by including information beyond the meeting link.</td>\n<td></td>\n</tr>\n<tr>\n<td>I set expectations in advance about webcam use.</td>\n<td></td>\n</tr>\n<tr>\n<td>I make sure I can clearly be seen and heard.</td>\n<td></td>\n</tr>\n<tr>\n<td>I make sure my internet connection is strong.</td>\n<td></td>\n</tr>\n<tr>\n<td>I integrate nonverbal ways of participating.</td>\n<td></td>\n</tr>\n<tr>\n<td>I wait to close the meeting link until everyone else has left.</td>\n<td></td>\n</tr>\n<tr>\n<td>I make meeting information available digitally.</td>\n<td></td>\n</tr>\n</tbody>\n</table>\n<h3>Hybrid meetings</h3>\n<table>\n<tbody>\n<tr>\n<td><strong>Best Practices for Leading a Hybrid Meeting</strong></td>\n<td><strong>✔</strong></td>\n</tr>\n<tr>\n<td>I leverage the calendar invite by including information beyond the meeting link.</td>\n<td></td>\n</tr>\n<tr>\n<td>I set expectations in advance about webcam use.</td>\n<td></td>\n</tr>\n<tr>\n<td>If I plan to attend remotely, I make sure I can clearly be seen and heard.</td>\n<td></td>\n</tr>\n<tr>\n<td>If I plan to attend remotely, I make sure my internet connection is strong.</td>\n<td></td>\n</tr>\n<tr>\n<td>If I plan to attend in person, I make sure the in-office meeting room is equipped to allow remote attendees to be easily seen and heard.</td>\n<td></td>\n</tr>\n<tr>\n<td>I encourage inclusive participation norms that raise awareness of both virtual and in-person attendees.</td>\n<td></td>\n</tr>\n<tr>\n<td>I integrate nonverbal ways of participating.</td>\n<td></td>\n</tr>\n<tr>\n<td>I rotate how I lead a meeting between in-office and virtual.</td>\n<td></td>\n</tr>\n<tr>\n<td>I wait to close the meeting link until all in-person attendees and remote attendees have left the physical and virtual meeting room.</td>\n<td></td>\n</tr>\n<tr>\n<td>I make all meeting information accessible regardless of attendee location.</td>\n<td></td>\n</tr>\n</tbody>\n</table>\n"},{"title":"Best practices for attending meetings","thumb":null,"image":null,"content":"<p>While this book focuses on meeting leaders, the success of any meeting is a shared responsibility of both the leader and attendees. Here’s a checklist to consider if you are attending a meeting:</p>\n<table>\n<tbody>\n<tr>\n<td><strong>Best Practices for Attending a Meeting</strong></td>\n<td><strong>✔</strong></td>\n</tr>\n<tr>\n<td>I complete any assigned pre-work.</td>\n<td></td>\n</tr>\n<tr>\n<td>I provide feedback on the agenda, if shared ahead of the meeting.</td>\n<td></td>\n</tr>\n<tr>\n<td>If I plan to attend remotely, I make sure I can clearly be seen and heard.</td>\n<td></td>\n</tr>\n<tr>\n<td>If I plan to attend remotely, I make sure my internet connection is strong.</td>\n<td></td>\n</tr>\n<tr>\n<td>If I plan to attend remotely, I make sure my surroundings are distraction free.</td>\n<td></td>\n</tr>\n<tr>\n<td>I actively participate by speaking up.</td>\n<td></td>\n</tr>\n<tr>\n<td>I actively participate by leaving comments or asking questions in chat.</td>\n<td></td>\n</tr>\n<tr>\n<td>I follow the turn-taking procedures established by my team.</td>\n<td></td>\n</tr>\n<tr>\n<td>I encourage others to participate.</td>\n<td></td>\n</tr>\n<tr>\n<td>I affirm or praise people when they share their ideas.</td>\n<td></td>\n</tr>\n<tr>\n<td>I help the meeting stay on track by speaking up if the conversation is getting off topic.</td>\n<td></td>\n</tr>\n<tr>\n<td>If I am attending in-person in a hybrid meeting, I serve as an in-room ally for those who are remote.</td>\n<td></td>\n</tr>\n<tr>\n<td>I record my own action items as they arise to hold myself accountable.</td>\n<td></td>\n</tr>\n<tr>\n<td>I accomplish the action items assigned to me.</td>\n<td></td>\n</tr>\n</tbody>\n</table>\n"},{"title":"Technology considerations for meetings","thumb":null,"image":null,"content":"<p>Almost any meeting incorporates technology, and many rely upon it to make them happen.</p>\n<p>Here’s a list of things to consider when running a virtual (V) or hybrid (H) meeting:</p>\n<ul>\n<li>The physical meeting room is equipped with large monitors to visually represent the virtual attendees. (H)</li>\n<li>The monitors are placed on the wall to emulate a natural conversation configuration. (H)</li>\n<li>The physical meeting room has a high-quality camera to capture the in-room attendees. (H)</li>\n<li>The physical meeting room has an audio system that allows everyone to be heard regardless of where they are seated. (H)</li>\n<li>The remote attendees have high quality webcams. (V & H)</li>\n<li>The remote attendees have high fidelity audio devices. (V & H)</li>\n<li>All of our collaboration tools are digital. (V & H)</li>\n<li>We leverage engagement tools on meeting platforms like polling, breakout rooms and virtual whiteboards. (V & H)</li>\n<li>We use captioning software to enhance inclusivity and accessibility during our meetings online. (V & H)</li>\n<li>We use chat or similar text driven options to communicate during a meeting. (V & H)</li>\n</ul>\n<p>The considerations for a hybrid meeting are labeled with an H. The considerations for a virtual meeting are labeled with a V.</p>\n"},{"title":"10 reasons to use video when virtual","thumb":null,"image":null,"content":"<p>In our video-driven meeting world, it can be tough to figure out when it’s necessary to use video during a virtual or hybrid meeting and when it isn’t. 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Karin M. Reed

Karin M. Reed

Joseph A. Allen, PhD is a professor of industrial and organizational (I/O) psychology at the University of Utah. His articles have appeared in Human Relations, Journal of Business Psychology, and more. Karin M. Reed is CEO of Speaker Dynamics, a corporate communications training firm. She is an Emmy award-winning broadcast journalist.

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Business Running Effective Meetings For Dummies Cheat Sheet

Cheat Sheet / Updated 11-10-2022

Meeting success requires a combination of proper meeting design as well as meeting processes that strive for inclusivity. In this handy Cheat Sheet are lists of best practices for leading in-person, virtual, and hybrid meetings. There's also a checklist of best practices for attending meetings. Also, when you're planning meetings, you need to think about the kinds of technology you'll need and what will be available to you.

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