Planning+a+Connect+Meeting

Create a plan for the meeting. Determine what you hope to teach, what examples you will use, which content (presentations, animations, videos, documents, and so on) will be shared, who will be allowed (or encouraged) to present, and so on.

Create a meeting agenda. Plan for break times.

Plan interactions. Decide when you are going to ask and answer questions, when you are going to present polls, and when other participants will present or share documents. Establish how you will call on participants to participate.

Create and test all supporting content prior to the scheduled meeting.

Create the meeting room, schedule a meeting, and invite users well in advance. Invitations should include the following information:
 * Name, date, and time of the meeting
 * Name of the meeting leader
 * Expected duration of the meeting
 * Session agenda
 * Web address (URL) for joining the meeting
 * Directions for participants to test their computer system prior to the meeting
 * Instructions indicating whom to contact if they have technical difficulties

If the meeting or class is an ongoing or biweekly program, send out a schedule so participants can plan for all sessions.

Provide a link to any prerequisite materials.

Before the meeting, provide participants with a set of ground rules, such as the following:
 * Wait for the planned question time to raise questions.
 * Use the Attendee List pod to indicate if the pace is appropriate and to request permission to speak.
 * Refrain from web surfing during the meeting, unless directed by the Presenter.
 * Turn off “hold music” if the session includes a conference call.
 * Turn off radios, alarms, cell phones, and other distracting sources of noise.
 * Lock your office door or put up a sign that reads “Quiet please – meeting in session.”
 * Use appropriate language and show respect for all other participants.
 * If possible, use headsets rather than speakers.
 * Use your real name, not a web handle or alias.
 * Stay involved, participating in discussions, surveys, and polls.

Create a self-guided Adobe Presenter presentation that explains online etiquette or meeting FAQs.

Preload all content into the meeting room before the scheduled meeting.

Prepare resources or links to additional information. You can create a Web Links pod in the meeting room for presenting this information.

Plan a meeting summary. A summary reinforces learning and provides closure to the session.

Conduct a trial run. Ask some participants or colleagues to log in before class (preferably a few days before) to check the system. Test such features as application sharing, document sharing, running presentations, and playing video.

Arrange to have your learning coordinator or other support staff available to resolve problems before and on the day of the scheduled meeting.

Send out a reminder one day before the class.

If your meeting is going to occur only once and you expect to have over 50 participants, consider scheduling a seminar instead of a meeting.