Coordinating Everything …

Meetings can be planned to the nth degree and then things will naturally slip. The reason why we have a plan is so that we can aim to get back to the plan when we start to overrun. It is important to be realistic about times and how long it takes to do things remotely.

Extra Time

+ 10 Seconds for EVERY slide when the host advances the slides

+ 30 Seconds to start a presentation as Host.

+10 Seconds to move from Speaker View to Gallery View

So with 5 speakers, of 10 slides expect an additional 700 seconds or almost 12 minutes of slippage. So it is important that everyone is aware of this.

How to optimise your running order

Plan everything you can and eliminate the gaps. Here is our current workflow for a 1 hour meeting with 4 speakers and a Q&A session:

-20 days – all presenters are contacted for a draft of their presentation.

-10 days – invites go out and presentations are finalised.

-1 day – rehearsal – each participant has a final presentation. Record in your notes how many slides per show. Use page numbers and encourage the speaker to read the last line of a slide at the point you need to change slide.

On the day every organiser should have aprinted running order (taped to the desk)! Presenters should have their presentation available on screen, or as 6/9 slides per page on a printout with note.

If you have a number of random slides then put these all into a single slide show. We have a single presentation as follows:

  • Welcome Slide
  • Zoom Hints – explain the rules of the meeting, recordings, chat, mute, names etc.
  • Agenda for the meeting with approx timings.
  • <Start Slide> – can be blank
  • Q & A Welcome Slide
  • Questions – one per slide
  • Close Slide & Next Meeting

This presentation can be started at the beginning of the meeting and restarted later. This save having to open additional slide decks once the event starts.