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Meetings and technology seem to go hand in hand. As technology has advanced, so have the ways and opportunities that we have to meet with each other. With each advancement in transportation, telephony, the Internet, or whatever advances come in the future, we experience new opportunities to connect together. However, each new advancement also offers challenges. Far too many meetings are stalled or drag on because of problems with the technology involved.
To make your meetings more effective for you and for the other participants, we've provided a very simple checklist that the meeting leader can use prior to every meeting. These simple guides will help you double-check all of your resources and make sure that technology is a helpful resource and not an aggravating frustration. There are three basic areas that this checklist covers. The first area deals with telephones, the second deals with audio/visual, and then finally video, or web conferencing.
It's a good practice to use this checklist approximately one hour prior to each meeting to make sure that every aspect of technology has been double-checked and is working. A couple of things to keep in mind as you use this checklist: First, it's designed for small ongoing meetings that usually occur inside of a company or other organization. This checklist is not designed for large events or seminars. Also, this checklist is designed to be very generic and adaptable to a wide variety of situations.
So if a few items on the checklist don't apply to your situation, feel free to ignore them. Also, we've left a few blanks on each checklist to give you room to add your own items to double-check before a meeting. By taking just a few minutes of careful preparation for your technical needs, you'll find meetings will go smoother and technology will do what it's meant to do, which is help meetings to be more effective.
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