Depending on the meeting, you may also want to designate a back-up who is equally familiar with the technology and platforms and can start the meeting in your absence.

When appropriate, make sure to set your preferences in the videoconferencing platform you will be using to “meeting attendees can start the meeting without the host” in case you are delayed in getting to the meeting.

Make sure both on-site attendees and remote attendees can “enter” the meeting early to engage in pre-meeting socializing.

If you will be presenting, consider sharing your slide deck ahead of time.

Provide any materials participants will need for the meeting ahead of the meeting in a digital format.

If you will be using capabilities like breakout rooms in Zoom, consider doing a dry run with a small group of testers to ensure you are comfortable using the capability in your meeting.

If a remote attendee will be presenting during the meeting, arrange in advance to test the software and technology to ensure all will go smoothly.

Send out any tips to attendees in advance in case they are not familiar with the videoconferencing platform you will be using.

To make a test call in Zoom, go to and follow the on-screen steps.

Click on the Make a test call button to test your mic, speakers, and video.

To make a test call in Teams, click the three dots for Settings and more next to your profile picture.

Both Teams and Zoom have abilities to make a test call before the meeting.

Teams or Zoom) prior to the meeting and how it will work with the technology in the room. Ensure you are familiar with the videoconferencing platform (e.g.Learn more about technology in meeting spaces. OIT provides guidance about conducting low-tech meetings just using Teams or Zoom on a host’s computer, as well as technology recommendations for small, medium, and large meeting spaces. Reserve a room with the right technology to hold the meeting.

If you will be hosting a meeting in a hybrid modality (with meeting attendees participating both on-site and through videoconferencing software) we recommend taking the following steps to ensure a seamless experience before, at the start, and during meetings for all attendees.

Test call in zoom