Pre-meeting instructions template for hybrid meetings

Prior to a hybrid meeting where there will be in-room and virtual attendees, here are some instructions you should send to all attendees so that the meeting can be effective for all attendees.

If attending in the room:

Logistics

  • What room is being used
  • What are the room attendance limitations
  • What PPE is expected in the room and the facility
  • What equipment (laptop, earbuds, etc.) should they bring
  • What meeting platform is being used & meeting invite link (in case they need to switch to virtual attending if the room is at capacity when they arrive)

Participation

  • Should they connect to the meeting platform or not
  • How will video work in the room
  • How will audio work in the room
  • How will the chat be used in the room
  • If they are expected to participate in polls or add input, how will that be done
  • If they are sharing content in the meeting (slides, documents, etc.) how will that be done

 

If they are attending virtually:

Logistics

  • What meeting platform is being used & meeting invite link

Participation

  • How should they use their video
  • How can they participate with audio
  • What to expect from the room (video & audio)
  • How will the chat be used
  • How will they participate in polls or add input
  • Any special instructions for sharing content during the meeting

By Dave Paradi

Dave Paradi has over twenty-two years of experience delivering customized training workshops to help business professionals improve their presentations. He has written ten books and over 600 articles on the topic of effective presentations and his ideas have appeared in publications around the world. His focus is on helping corporate professionals visually communicate the messages in their data so they don't overwhelm and confuse executives. Dave is one of fewer than ten people in North America recognized by Microsoft with the Most Valuable Professional Award for his contributions to the Excel, PowerPoint, and Teams communities. His articles and videos on virtual presenting have been viewed over 1.2 million times and liked over 12,000 times on YouTube.