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How to plan your
videoconference meetings
Here's a recommended
Videoconference
Meeting - Planning & Reservation Form:
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CONFERENCE DATE:
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Start Time:
End Time: |
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CONFIRMATION #:
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REFERENCE #:
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Reservation Information
for any questions regarding this meeting |
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Requestor:
Company:
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Local Contact:
Company:
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Phone:
Cell:
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Phone:
Cell |
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EMAIL: |
EMAIL:
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Primary Location Information
for the Meeting/Video/Audio Conference - Location 1 |
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Site Tech Contact
Name, Cell, e-mail, Skype ID:
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Lead Conference
Attendee Name, Cell, e-mail, Skype ID:
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CALL ORIGIN:
Receive or Initiate
the Call |
LOCAL START TIME:
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VIDEO SYSTEM:
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DURATION:
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VIDEO IP # &
Speed: |
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Number of
Participants: |
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Skype
ID & Speed: |
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AFTER HRS CALL
#: |
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CONFERENCE NOTES:
Lead attendee
should arrive 15 minutes prior to the
conference. |
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Location 2 Information
(repeat for each additional remote location) |
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Site Tech Contact
Name, Cell, e-mail, Skype ID:
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Lead Conference
Attendee Name, Cell, e-mail, Skype ID:
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CALL ORIGIN:
Receive or Initiate
the Call |
LOCAL START TIME:
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VIDEO SYSTEM:
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DURATION:
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VIDEO IP # &
Speed: |
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Number of
Participants: |
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Skype ID &
Speed: |
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AFTER HRS CALL
#: |
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CONFERENCE NOTES:
Lead attendee
should arrive 15 minutes prior to the
conference. |
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Notes:
Setup a group for the meeting participants - in your Skype contacts
for Text Messages & Chat during the conference, & in Outlook for
email and calendar appointments. Send Agendas, Notices, Materials, &
Notes in advance. We also recommend using a reminder service like
Skype Text Messages & Outlook Calendars.
Meeting
Planning, Agendas & Follow-Up:
In most organizations,
employees should be in some kind of daily and weekly meeting with
their team.
A Suggested Quick Daily
Meeting Agenda - 6 to 10 minutes:
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2 minutes - What's up? A quick go-around - Headlines,
activities, meetings, accomplishments, news.
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2 minutes - Daily measurements of goals for yesterday and today.
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2 minutes - Where are you stuck? Where's the bottleneck? What
can be done about it?
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When is your Daily Meeting going to be? _______________________
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Who is going to attend? _____________________________________
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Will it be a video & audio conference call or stand up meeting?
_________________
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What locations? ____________________________________________
Setup a group for the meeting participants - in Skype for Text
Messages, & in Outlook for email and calendar appointments. Send
Agendas, Notices, Materials, & Notes in advance. We also recommend
using a reminder service like Skype & Outlook.
A Suggested Weekly
Meeting Agenda 30 to 60 minutes:
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5 minutes
-- Good News.
Go around the group and have everyone share a SPECIFIC good news
story, personal and business, from the past week.
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5 minutes
-- The Numbers.
Go over Smart Numbers, Critical Number, and everyone's
individual or team weekly measures of productivity.
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5 minutes
-- Customer &
Employee Data. Are there are any recurring issues or
concerns that the team or its customers are facing day in and
day out.
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10 minutes
Focus for
the Week. Have the team to drill on one big issue for the
week. Have the person with accountability make a presentation on
how they are addressing the issue.
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Wrap-Up
Let everyone say a
word or phrase that represents how they feel at that moment
about the meeting.
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Keep a log/recording
of who
said they would do what when.
This 30 to 60 minutes each week, if effective, will help make
everyone's job easier and more productive. If it's not, re-examine
how the meeting is being run and what is being discussed but dont
quit this rhythm. |