The SPARK Method

Conference Meeting Preparation

Checklist

Course Title
Flawless Project Management with the SPARK
Method
1. Know where to start with Project Management, communicate and
Course Learning cooperate effectively.
Goals
2. Know how to lead a team.

Template Conference Meeting Preparation Checklist

 Conference Meeting Preparation Checklist
Regardless of the meeting type, a meeting has to be well prepared. Meeting
preparation consist of two main areas:

➢ Actual preparation on meeting topic including documentation and

agendas;

➢ Preparation of a conference room and technical parameters.

Meeting
To Be Checked Before Meeting
Type

 Conference solution is compliant with Your company policy.

 Meeting has a clear goal and clarity about outcome.
 Agenda is detailed and clear.
 All needed documents attached.
 Invitations sent and accepted.
 Invitations are on the correct date and time.
 Participants availability is cross-checked.
 Conference call joining phone numbers and links are attached and clear.
Audio  Headphones used instead of computer or phone microphone.
Conference  Location is quiet and with no significant background noise.
Preparation  It is clear how to record a call if needed.
 Conference tested with the colleague or a test service, beforehand.
 It is clear how to reach technical support if needed.
 During the meeting, do not multitask and ask politely others not to multitask
also.
 Be on time!
 Ask if everybody can hear you.
 Make sure that pets will not interrupt you, or be heard during the meeting.
 Hold off on eating.
 Meeting
To Be Checked Before Meeting
Type

[ALL POINTS FROM A PREVIOUS SECTION APPLY]

 Screen Sharing solution is compliant with Your company policy.

 Make sure that you will close all windows and documents on your PC that
Screen are confidential and/or should not be shared or viewed.
Sharing  Clear your Desktop screen not to show any unnecessary professional or
Preparation private file names.
 Shut down all chat programs or notification services that may pop up a
message on your screen during the screen sharing session.
 Screen sharing tested with individual applications and / or full screen sharing.
 Ask if everybody can hear you and see your screen.

Meeting
To Be Checked Before Meeting
Type

[ALL POINTS FROM PREVIOUS SECTIONS APPLY]

 Video Conference solution is compliant with Your company policy.

 Turn on your video. It’s crucial in building trust and engagement.
 If possible, look at camera so that you can simulate an eye to eye contact.
 If possible, use a good quality camera and a headset, instead of built in ones.
Video  Adjust your camera to eye level.
Conference  Position yourself to be seen from the waist up, don’t get too close.
Preparation  If possible, attach your computer via ethernet cable to the network. WiFi
normally will work too, but in average, it is of a lower quality.
 Make sure that background is clean (a plain wall, a potted plant, or a
bookshelf).
 If possible, lights should be coming in front of you and behind the monitor.
 Try to find quiet surroundings not to broadcast a lot of noise to others.
 Make sure that all participants will have installed needed plugins for a video
conferencing solution.
 Meeting
To Be Checked Before Meeting
Type

 Meeting has a clear goal and clarity about outcome.

 Agenda is detailed and clear.
 All needed documents are sent out before the meeting.
 Conference room is booked and access to it is enabled.
 Invitations sent and accepted.
 Invitations are on the correct date and time.
 Participants availability is cross-checked.
Face-to-face  Whiteboard cleaned.
Meeting  Markers of different colors ready and working.
Preparation  Sticky notes and pens ready.
 Projector ready, connectors and remote control tested.
 Screen sharing via projector tested.
 Be on time!
 Pay attention on dress code accepted as a standard in your company.

 If you will have participants joining remotely, all previous settings from the
sections before still apply.

Meeting
To Be Checked Before Meeting
Type

 Chat solution is compliant with Your company policy.

 Be concise, short messages are more efficient.
 Try to be to the point to save time.
Chat  Create multi-chat if needed to discuss topic and avoid unnecessary copy-
Solution pasting.
 Do not overuse chat. If it too long, consider to pick up the phone or any of the
previous meeting options.
 Introduce yourself. Be kind.