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How to Create Effective Virtual Meeting Checklists
A virtual meeting or event checklist will prove invaluable when you begin contacting on-line service providers, audio visual or communications professionals, and conference centers, universities, hotels or other venue types. It will help clarify and organize your thoughts so that your initial inquiries or Requests for Proposals will be both informative and direct, giving a clear picture of your needs and helping everyone respond to you more quickly and accurately. It will also remind you of the multitude of tasks that need to be accomplished before, during and after your meeting or event.
Standard information required will include, of course, the type of virtual meeting you want to host or conduct, the date, time and time zone, the results you hope to achieve, a realistic number of participants who will attend, the level of collaboration required (how many will attend and at what level of participation), and how many physical sites need to be connected. Your checklist will be a work in progress and should be updated with new or revised tasks as they become apparent.
Your checklist will keep you on track and out of trouble, and it will serve as the catalyst for creating an accurate time line to keep you and other team members on schedule. The time line will vary for each type of virtual meeting since some, such as satellite broadcasting, will require much more advance planning and commitment than an on-line meeting.
NOTICE -
The checklist and time line samples provided by Planning Helper are incomplete and meant for use as guidelines to help you create checklists of your own with content that applies to the unique needs of your meeting, event or function.