Here are some suggestions to help you prepare for successful meetings.
Schedule an appropriate room
- Look for rooms on the Home page that meet your capacity and equipment requirements
- Please don’t reserve a large room if a smaller one will meet your needs
- Get in touch with the room’s listed contact person, or schedule an “open booking” room using O365
Communicate before the meeting
- If you are having a video conference, share the necessary information with participants (Zoom IP and meeting number, Polycom bridge or alias, etc.)
- Set up an alternative contact method, such as cell phone numbers
- Determine who will be the decision-maker if there are technical difficulties and a meeting needs to be cancelled or rescheduled, and how that decision will be communicated
Prepare for your room
- View the room’s page (linked on the Home page)
- Make sure you have any technology resources you will need for the meeting, such as laptops or VGA adapters
- For rooms that only have VGA cords, users with MacBooks or newer PC laptops will need an adapter (“dongle”). These can be purchased through OOEIT or borrowed from OOEIT in room 240.
- Loaner laptops are available for both staff and guests. Contact OOEIT support for more information.
- If you are nervous about using the room technology, you can schedule a time to test it out beforehand. You can also request additional training or consultation from OOEIT, especially if you are trying something new!
Schedule the room for 15 minutes before the start of your meeting
- Be there early in case you need to make any adjustments to the room, such as moving chairs and tables
- Give yourself time to set up any room technology you will be using
- If you encounter problems and cannot troubleshoot them yourself, the support team will appreciate being notified before the meeting’s start time!
Do not have the main presenter responsible for managing a Zoom meeting
- For larger meetings where the speaker is presenting in a conference room, appoint someone else to be the Zoom meeting host
- The host can then manage participant questions, mute noisy participant microphones, etc.
- For more Zoom meeting best practices, click here.