Overview

This document outlines the key steps and responsibilities for organizing and running meetings within the College of the Environment (CENV). It serves as a guide for the administrative staff and IT team to ensure smooth and efficient coordination for all college-level meetings.

Purpose

The purpose of this guide is to ensure clarity in roles, streamline the process for meeting setup, and ensure all necessary equipment and content are prepared in advance. It provides clear instructions to avoid any last-minute issues during CENV meetings and ensures that everyone involved knows their responsibilities.

Administration Assistant Responsibilities

Invite List & Attendees

The Administrative Assistant must collaborate with organizers to determine the appropriate invitees for each meeting. This includes both internal CENV staff and external participants, as well as guest speakers. It is crucial to ensure that all attendees have been informed in advance of the meeting.

Meeting Content

The Administrative Assistant is responsible for gathering and preparing all content that will be shared during the meeting. This may include PowerPoint presentations, handouts, or reports. Ensuring all materials are ready and in a format that can be easily presented via Microsoft Teams is essential.

Guest Speakers & Presentations

The Administrative Assistant should identify any guest speakers and ensure that their presentations are included in the overall meeting agenda. It is important to clarify whether there will be a Q&A section at the end of the presentation or throughout, and communicate this to the relevant speakers and attendees.

Schedule Test Meeting

To ensure everything runs smoothly, the Administrative Assistant must schedule a test meeting with IT. This pre-meeting is an opportunity to go through the presentation deck(s), test the equipment, and ensure all technology needs are met before the actual meeting.

Send Meeting Invites

Once the attendees and content are finalized, the Administrative Assistant will send out the meeting invite through Microsoft Teams. This invitation should include all relevant meeting details, including any special instructions for attendees (e.g., whether video is required, guidelines for Q&A).

Special Meeting Needs

If the meeting requires any special equipment or accommodations, such as microphones, projectors, or assistive technology, the Administrative Assistant should coordinate with IT to ensure these needs are met. Any additional requests from attendees should be addressed prior to the meeting.

IT Responsibilities

Presentation Setup

The IT team is responsible for identifying who will be presenting during the meeting. They should ensure that all presenters are familiar with Microsoft Teams, and have access to the necessary tools and permissions to present content effectively.

Test the Decks

Before the meeting, IT must run a test with the Administrative Assistant to verify that all presentation decks are functioning properly. This test should identify any potential technical issues, such as incorrect slides, video playback issues, or audio problems, ensuring that these are resolved before the actual meeting.

Run the Meeting

During the meeting, IT will manage the presentation using Presenter Mode in Teams. This involves sharing the presentation on the appropriate screens, monitoring the meeting to ensure smooth transitions, and troubleshooting any technical problems that may arise.

Coordinate Questions

IT will coordinate with the Administrative Assistant to ensure that questions are managed efficiently during the meeting. This includes managing the chat for live questions and facilitating Q&A sessions either during or at the end of the meeting, depending on the agreed format.

Special Equipment Setup

If any special equipment is required, such as additional microphones, cameras, or assistive technology, IT is responsible for setting it up before the meeting. IT should collaborate with the Administration Assistant to understand the specific requirements and ensure everything is functioning properly.

Teams Meeting Instructions

Running the Meeting in Presenter Mode

To run a meeting in Presenter Mode, follow these steps:

1. Join or Start the Meeting:

   • Open Microsoft Teams and either join or start the scheduled meeting.

   • Ensure that you are the designated presenter or organizer with the correct permissions.

2. Share Content:

   • Click the Share Content button (an icon of an upward arrow in a rectangle) located in the top right of the Teams window.

   • Choose the content you want to share, such as a PowerPoint file, desktop, or specific window.

   • Ensure you select Presenter Mode to display the presentation while showing notes and upcoming slides to the presenter.

3. Move Presentation to Secondary Screen (Optional):

   • If using a second monitor, drag the presentation to the secondary screen for better control, while keeping the Teams window open on your primary monitor to monitor participants and chat.

4. Manage Presentation:

   • Use the navigation tools within Presenter Mode to control the flow of the presentation. You can advance slides, view notes, and interact with other participants without interrupting the slideshow.

5. Monitor Chat and Questions:

   • Coordinate with the Administrative Assistant to keep an eye on the chat for any questions from participants. You can also allow live questions if there is a Q&A session planned.

6. End Presentation:

   • Once the presentation is complete, click Stop Presenting to return to the main meeting view or stop the meeting if appropriate.