Meeting Preparation

In this section:

• Pre-Meeting Preparation
• Meeting Etiquette

• Post-Meeting Considerations

Pre-Meeting Preparation

Prior to the meeting, there's a few things that you should double check.

• Make sure the room is booked - Take note of the type of meeting you want to have and make sure that the room you've booked has the proper technology.
• Make sure all attendees are invited - Double check that those you've wanted to invite have received an invitation and have responded. If you've forgotten to add someone to the meeting, don't worry, you're able to modify invitations and invite them even after the meeting has started.
• Adjust the booking time - Please be mindful of others! If you need to book the room for a few hours, feel free to do so, but please don't block off the entire day for your meeting unless you'll be using it the entire day.
• Test your devices - You don't want to be caught unprepared, especially if you're presenting to remote attendees. Make sure your device is set to the correct video and audio sources, and be sure to check your microphone level.

Meeting Etiquette

During the meeting, there's a few things you can do to make the meeting more enjoyable for other attendees, both near and far.

• Mute your microphone - We've all experienced this one. How many times have you been in a meeting and another attendee's microphone is unmuted? It disrupts the meeting and often grinds it to a halt. Unless you're speaking, make sure your microphone is off.
• If remote, consider applying a background filter - Take a look around your environment. If you have clutter around, apply a background filter to your video to make sure you stand out.
• Minimize distractions - Make sure your phone is either silent or off and stored away.
• If remote, utilize headphones - Having both your microphone and speakers on can cause distracting noise. If you're able to, make sure to wear headphones during your meeting so you're not disturbing others. Wired headphones are recommended since Bluetooth headphones can be a bit more problematic than wired headphones.

Post-Meeting Considerations

After your meeting, there's a few things to keep in mind.

• Clean Up - If there's a mess, make sure to take care of it prior to leaving the room. You want to make sure you're leaving it in great shape for the next attendees.
• Remove your meeting from the calendar - If your meeting ends early, make sure to go and remove it from the calendar. This will free up the room if others want to use it.

If you have any questions, reach out to our on-site technicians at schiller@encore-us.zendesk.com.