Media Audio Video meeting checklist

Confirm meeting date and time.

Ensure all participants have the meeting link.

Check the agenda and distribute it to participants.

Test all audio and video equipment.

Ensure backups for technology (e.g., spare microphone, camera).

Send reminders to participants 24 hours before the meeting.

Encourage participants to test their audio and video settings ahead of time.

Provide guidelines on meeting etiquette (e.g., muting when not speaking).

Share any necessary documents or materials ahead of time.

Start the meeting on time.

Introduce all participants and their roles.

Review the agenda and set expectations.

Monitor audio and video quality throughout the meeting.

Facilitate discussions and ensure everyone has a chance to contribute.

Certainly! Here are some additional steps that you can include in the "During the Meeting" section of your checklist

Ensure all participants have their microphones muted when not speaking to minimize background noise

Use visual aids (slides, screen sharing) effectively to enhance understanding of key points

Summarize discussions periodically to reinforce understanding and keep everyone aligned

Manage time effectively by keeping track of the agenda and ensuring each topic stays within its allocated time

Be attentive to non-verbal cues and engagement levels of participants to gauge their involvement

Encourage questions and clarify any points of confusion as they arise

Take notes on key decisions, action items, and assignments during the meeting

Use breakout rooms for smaller group discussions if needed, and ensure everyone knows how to return to the main session

Conclude the meeting by summarizing key takeaways and next steps

Thank participants for their contributions and time at the end of the meeting

Send out meeting minutes and action items.

Gather feedback from participants on the meeting’s effectiveness.

Ensure all materials discussed are distributed.

Schedule the next meeting if necessary.

Have a plan in place for technical difficulties (e.g., backup communication method).

Designate a tech support person for troubleshooting during the meeting.

Keep a list of common technical issues and solutions readily available.

Reflect on the meeting’s success and areas for improvement.

Update the checklist based on feedback and observations for future meetings.