Meeting Design Template - NCEAS-SNAPP-LTER Virtual Collaboration Workshop May 2021 - Guidance Notes

Sep 11, 2026

Uploaded by Terk

NCEAS-SNAPP-LTER virtual collaboration workshop meeting design notes provide a structured blueprint for planning and running an efficient, interactive, accessible, and relationship-building online session. The template guides teams on defining meeting purpose, outcomes, and timing, then assigning roles for technology support, Zoom facilitation, co-hosting, participant liaison, note-taking via a shared Google Doc, and screen sharing. It also specifies breakout group setup and time-boxed workflows, along with recording and chat monitoring practices to support tech needs and participant questions.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages4

Reading Time2 min

AccessFree to download

Working Group Basics

Guiding Questions

Tech Notes

Tech Support Team Roles

Zoom Host and Co-Hosts

Participant Liaison and Documentation

Screen Sharing and Breakout Groups

Recording and Video Posting

What Else?

NCEAS-SNAPP-LTER Virtual Collaboration Workshop May 2021 Credit: Carrie Kappel Meeting Design Note | Working Group | | | --- | --- | | Meeting Short Title | | | Timing | | | Planning Team | | | Why | | | What | | | How | | | Who | | Guiding Questions ● Why do you need to meet? What do you want to accomplish? What’s most important and is best accomplished in a meeting? ● If this meeting will replace an in-person one, how might you adapt to the virtual format? Remember to keep it eﬃcient, interactive, accessible, and connecting! NCEAS-SNAPP-LTER Virtual Collaboration Workshop May 2021 Credit: Carrie Kappel Tech Notes | Tech support team | Names: [Insert Names]
Join 30 mins early
Backchannel contact info (cell \#, Whatsapp, etc.) | | --- | --- | | Format | Zoom Meeting + Google Docs + Easy Retro | | Zoom Host (can be changed once tech team is logged on) | Who: [Insert Name]
● Make other facilitators co-hosts
● Set it so participants can share screen
● Disable waiting room 5 mins prior to start to admit all participants
● Setup breakout groups (see below)
● Post a welcome message with link to shared google doc in chat as people join:
○ WELCOME! As you settle in, please open up this shared Google doc: INSERT LINK. We will be using it throughout the meeting, so ifyou can, set up your screen so that you can see both zoom and your browser window. First thing, please add your name in the Roll Call in the google doc. | NCEAS-SNAPP-LTER Virtual Collaboration Workshop May 2021 Credit: Carrie Kappel | | ● If recording, hit record on Zoom, pause during break and breakout groups
● Monitor chat for tech needs, comments, Qs, and address or elevate | | --- | --- | | Zoom Co-Hosts | Who: [Insert Name]
● Regularly repost the document link as people join
● Can move in and out of breakout groups
● Monitor chat for tech needs, comments, Qs, and address or elevate | | Participant Liaison | Who: [Insert Name]
● Send materials to participants
● Conﬁ rm attendance
● Communicate opportunities for asynchronous participation ( review the notes, watch the recording, homework) | | Google Doc / Note taking | Who: Everyone or a designated person
● Capture the highlights of people’s comments, using their own words.
● Breakout groups will take their own notes into provided google doc templates | | Screen sharing | Who: [Insert Name]
● Presenter(s) can share their own slides (or have one person designated to share slides-this should not be someone with other duties during the presentation)
● Backup-slides uploaded to shared drive | | Breakout Group Details | Who: [Insert Name]
● Breakout group settings
○ Assignment: manual
○ Length of countdown once rooms are closed: 60 sec
○ Invite participants to jo in a room
● Time-Breakout 1
○ X groups of Y people, assigned based on this spreadsheet (add link) once everyone has joined the meeting
○ Length: XX mins
○ Broadcast message with a time check:
○ After X mins: You are halfway through your time. Make sure you are capturing ideas in the meeting design template. | NCEAS-SNAPP-LTER Virtual Collaboration Workshop May 2021 Credit: Carrie Kappel | | ○ 2 mins till rooms close: Two minute warning!
○ Close rooms after XX-1mins (they will then have 60 seconds to wrap up) | | --- | --- | | Video posting | Who: [Insert Name]
● If recording, post link to zoom recording in the google doc and in shared drive | | What else? | |

FAQs

What is the main purpose of these meeting design notes?

They provide a structured framework to plan and run a virtual collaboration workshop efficiently while keeping the session interactive, accessible, and connected.

Which tools does the workshop plan rely on?

The plan uses Zoom for the meeting, Google Docs for shared note-taking, and Easy Retro for retro activities.

How are breakout groups managed during the workshop?

Breakout group settings use manual assignment, include a countdown workflow with time checks, and specify when rooms close so participants can wrap up within the final minute window.

Sep 11, 2026

Uploaded by Terk