Introduction to the Virtual Meeting Checklist:

Virtual Meeting Checklist

Having a process can reduce overall meeting time by 80%.

Considering the sheer number of tasks you and your employees have to complete each working day, this is surely music to all your ears...

So for efficient, effective remote meetings, there's this Virtual Meeting Checklist.

Here's how it works.

Firstly, you — the virtual meeting leader — will be guided through preliminary steps to ensure that the virtual meeting will go off without a hitch (read: no administrative or technical issues).

Then you'll get into the nitty-gritty, going over the meeting's important discussion points, on top of flagging any concerns, queries, or questions.

Once the meeting's wrapped up, you'll then undergo tasks such as writing up notes and sharing the recording of the meeting with attendees.

The process is as easy as that — and it works. (It's based on Process Street's — an entirely remote company specializing in BPM software — internal checklist for running meetings.)

What're you waiting for? Zoom through the checklist now!

Preparing the virtual meeting:

As the facilitator and leader of the remote, virtual meeting, there are several prep tasks you need to do first.

The upcoming 5 tasks will help you complete these preliminary tasks. 

The 5 next tasks — as well as later tasks — have Process Street's workflow automation feature stop tasks attached. Stop tasks help to enforce and ensure order; learn more by watching the video below.

Add basic information

Add your basic information.

The first task is to add your basic information. 

Add your full name, job title, and work email to the corresponding text boxes below.

By doing this, you're documenting important information and setting up Process Street's feature role assignments.

Define virtual meeting type

Define the type of meeting you're facilitating and leading.

Virtual, remote meetings can come in many shapes and forms — from a 1:1 meeting to a company all-hands.

Define which type of meeting it is that you're about to begin via the dropdown.

Then, via the date widget, define the start time and date of the virtual meeting.

Launch virtual meeting software

Launch your business' virtual meeting software.

No matter the meeting software you're using today, launch the tool and then use the dropdown to select what's being used.

If the tool you're using isn't on the list, select 'other' and write down its name in the text box below.

Host the virtual meeting

Host the virtual meeting.

It's time to host the virtual meeting. This should be done a few minutes before the scheduled meeting time, so you can sort out any technical issues if they crop up.

Paste the URL link of the meeting you're hosting below.

Ensure a stable connection

Ensure you have a stable connection.

Speaking of technical issues, one of the most common problems with business software for meetings is the host having an unstable connection. An unstable connection could lag the meeting out for the rest of the attendees.

If you do have an unstable connection (you should be informed by a popup if so), follow the subchecklist — which includes advice from Millersville University's IT teamto rectify the situation.

  • 1
    Use a wired connection rather than a WiFi connection
  • 2
    Disable HD webcam video
  • 3
    Disable webcam video completely, if not necessary
  • 4
    Close any unneeded applications running on your computer
  • 5
    Stop bandwidth-stealing activities (downloading, uploading, streaming, etc)

Starting the virtual meeting:

With the preliminary tasks covered, it's time to start getting the meeting underway, starting off with welcoming the virtual meeting attendee(s). 

Welcome virtual meeting attendee(s)

Welcome attendee(s) to the virtual meeting.

Considering this is a remote, virtual meeting and not a face-to-face meeting, take 5 minutes to greet each attendee individually, ask how they're doing and, if you have time, talk about some general topics — the weather, recent news, etc.

Doing so will help to ensure teammates feel a part of the meeting. Plus, it's good remote meeting etiquette.

If you are pressed for time and it's not a 1:1, welcome attendees collectively.

For further reading on team building activities, check out the post 63 Team Building Activities That Your Team Won’t Roll Their Eyes At.

Confirm virtual meeting attendees

Confirm who's attending the virtual meeting.

Use the dropdown below to select the names of those attending this remote, virtual meeting. Remember: With the multi-choice dropdown, you can select more than one person.

The text in the dropdown below is currently a placeholder. Click the 'edit template' button to add the names of your employees. Once you've added the names, you can also delete this text (in the yellow box)!

  • 1
    [Employee 1]
  • 2
    [Employee 2]
  • 3
    [Employee 3]
  • 4
    [Employee 4]
  • 5
    [Employee 5]
  • 6
    [Employee 6]
  • 7
    [Employee 7]
  • 8
    [Employee 8]
  • 9
    [Employee 9]
  • 10
    [Employee 10]

Moving onto discussion items:

After welcoming the virtual meeting attendee(s), move onto going over the discussion items.

Go over discussion items

Go over the virtual meeting's discussion items.

Discussion items are the core of any team meeting.

Go over this meeting's discussion items and use the text boxes below to document important, relevant information.

The short text boxes are where you add the names of the discussion items (e.g. 'Marketing update'), then you write notes regarding the discussion item in the long text boxes (e.g. 'The backlink campaign is running on schedule, the new marketing processes are working well', etc).

If you want to add more text boxes to this task, click the 'Edit template' button to make changes to the virtual meeting checklist template. 





Closing the virtual meeting:

With the discussion items covered, it's time to raise and talk about any work-related concerns before closing out the meeting.

Raise any concerns

Raise any concerns you have.

As the facilitator and leader of the remote, virtual meeting, you're probably in a senior role. 

If there are any concerns, queries, or questions you have regarding the discussion items or anything else, bring them up now.

Then, use the dropdown to clarify whether you raised any concerns or not. If you selected 'Yes', write down what those concerns were in the text box.

Ask attendee(s) about concerns

Ask the attendee(s) about any concerns.

The next step is to allow space for the meeting attendee(s) to bring up any concerns, queries, or questions they might have. 

If they do, now's the time to talk about those concerns, queries, or questions at length and try to find an answer.

Use the dropdown to confirm whether the attendee(s) raised any concerns, queries, or questions. If concerns, queries, or questions were raised, use the long text box to write down what they were. 

End the virtual meeting

End the virtual meeting.

Now that discussion items have been gone over and space was opened up for everyone in the meeting to flag up concerns, queries, and questions, it's time to end the remote meeting.

Once the meeting has ended, use the date widget below to confirm when the meeting finished

Post-meeting tasks:

The meeting has indeed ended, but there are still some tasks left to complete. Don't worry, these tasks take hardly any time at all.

Write post-virtual meeting notes

Write any post-virtual meeting notes.

While the meeting is still fresh in your memory, use the long text box below to write down any post-virtual meeting notes.

These notes could be a summary of what happened in the meeting, or interesting points raised that are worth remembering.

Consider follow-up tasks

Consider any follow-up tasks.

Following on from the discussion items and any concerns, queries, or questions of the attendee(s) that were bought up, there may be some follow-up tasks for you and/or the attendee(s) to take. 

Select an appropriate response from the dropdown below regarding whether any follow-up tasks are necessary. If 'Yes' is selected, write down what those follow-up tasks are.

Share recording of virtual meeting

Share the recording of the meeting with the attendee(s).

The last task is to share the recording of the meeting with the attendee(s).

This will be useful if the attendee(s) want to double-check something that was brought up.

First, add the URL of the recorded meeting below.

Then, use the email widget to send it to the attendee(s) in question.

Thanks to variables, the majority of the work has been done for you — all you need to do is add the appropriate email(s) in the 'To' field of your email client, and then send it across.

Sources:

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