Plan and lead intentional meetings

Once you’ve determined a meeting is the right method to get work done, learn about how you can plan and lead meetings that are productive and accessible to all participants regardless of meeting type.

Intentional meeting checklist

  • Always have an agenda -    Creating a shared OneNote that is pre-populated with the agenda and encourage others to contribute to the agenda.

  • Establish rules of engagement -     At the start of the meeting, the organizer should articulate the agenda and the basic rules that will be used, especially for hybrid meetings.

  • Take turns speaking -     Taking turns in hybrid meetings can be problematic if there are no established rules of engagement and participants have a poor internet connection, or do not have their video turned on.

    Tips on how to avoid interrupting each other in meetings:

    • Be deliberate about selecting next speaker.

    • People in the meeting room should wait for people calling in to share first.

    • Its ok to pause the meeting and actively address the overlap situation.

  • Use parallel chat effectively in meetings -   Parallel chat in meetings can be useful to share links to more information and use @mentions to get the attention of specific people.

  • Don’t forget to follow-up -    Leave time for summarizing action-items at the end of your meeting. Consider adding a OneNote notebook to Teams or adding a Wiki tab in Teams to capture follow up items and meeting notes for reoccurring meetings.

Resources

Overview of meetings in Teams

6 tips for video conferencing like a pro

Use an app in a tab in a channel or chat

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