How o o ganise an
Online Mee ing
An easy guide
www.p o-wild.eu
THE DAY BEFORE
Table o Con en s
WELCOME
LET’S GO
SCHEDULE THE MEETING
MEETING PREPARATION
TODAY IS THE DAY
CONCLUSION
USEFUL TIPS
MEETING JOURNEY
03
04
06
07
08
10
12
13
16
2
3
o he PRO-WILD online mee ing guide!
This guide is he e o help you ge eady o hos ing an
online mee ing, whe he i ’s a small g oup ca ch-up o
a la ge session wi h ex e nal gues s like a me s o
policymake s. You’ll ind simple s eps and ips o make
su e you mee ing uns smoo hly, eels welcoming, and
helps e e yone s ay engaged.
Hos ing an online mee ing can eel jus as challenging
as an in-pe son one, e en i i akes less ime o
o ganise. The good news is, you don’ ha e o do i
alone! I ’s always help ul o ha e a eamma e o suppo
you be o e, du ing, and a e he mee ing, someone o
bounce ideas o , help wi h ech, o keep hings unning
smoo hly.
Jus like wi h ace- o- ace mee ings, a clea agenda is
essen ial. Bu online mee ings also o e some g ea
ools o keep hings in e ac i e and un, pe ec o
b inging oge he PRO-WILD pa ne s and
s akeholde s om all o e Eu ope. Wi h a bi o
planning and suppo , you online mee ing can be
p oduc i e, engaging, and enjoyable o e e yone
in ol ed.
Don’ o ge o consul he PRO-WILD p ojec
S akeholde s Engagemen S a egy o mo e
insigh s abou you s akeholde s. Fo any o he
ques ions o assis ance, please con ac he HCC eam
(alina@highcle e-consul ing.com).
WELCOME
When scheduling ac oss coun ies,
check ime zones and choose a slo
wi hin e e yone’s wo king hou s, i
makes joining much easie !
4
Depending on he goal o you mee ing (ca ch-
up/upda es, planning o decision-making), you need o
de ine he ime ame o you mee ing. Is i going o be
a sho mee ing (up o 2 hou s) o is i going o be an all
day mee ing?
De ine you objec i es and agenda ca e ully, ensu ing
ha you allow ime o ice-b eake s, ques ions o
eedback and b eaks. Be as ealis ic and p ecise as
possible in he agenda, iden i ying co ec ly all he
discussion poin s and he expec ed ou comes.
In he wo ld o online mee ings, he e a e a ious
pla o ms ha can be used. The mos common ones
a e Zoom, Mic oso Teams and Google Mee . Then how
o choose he igh one? I ’s simple, use he one you
ha e he mos knowledge abou and ha you know
how o na iga e.
He e is a compa ison be ween all h ee pla o ms based
on s eng hs, ease o use and basic ea u es.
Choosing he igh pla o m
C i e ia
Zoom
MS Teams
Google Mee
S eng hs
Excellen ideo/audio quali y, s ong
webina & b eakou oom ea u es,
widely ecognized and easy o adop .
Deep Mic oso 365 in eg a ion, s ong
collabo a ion ools (cha , iles, asks),
en e p ise-le el secu i y
Simple, b owse -based, as se up,
seamless in eg a ion wi h Google
Wo kspace (Docs, Calenda , D i e).
Sui ed o
Ex e nal mee ings, la ge
webina s/e en s, aining &
wo kshops.
In e nal eam collabo a ion,
o ganiza ions al eady using Mic oso
365, secu e en e p ises.
Small/medium eams, educa ion,
s a ups, Google Wo kspace use s.
Ease o use
as a Hos
Ve y easy o se up and manage
mee ings; in ui i e con ols o
webina s, b eakou ooms, and
eco dings.
Mo e complex in e ace; powe ul bu
equi es some lea ning o manage
channels, pe missions, and e en s.
Ex emely easy; jus sha e a link ia
Calenda /Mee — no downloads o
plugins needed.
Ease o use
as a
Pa icipan
Simple o join ia link, app, o
b owse ; ex e nal gues s ind i
s aigh o wa d.
Smoo h i wi hin he Mic oso
ecosys em; can eel hea y o con using
o ex e nal gues s.
Easies o he h ee; click- o-join in
b owse , minimal se up needed.
Basic
ea u es
( ee plan)
100 pa icipan s, 40-min g oup
mee ing limi , sc een sha ing,
whi eboa d, b eakou ooms.
100 pa icipan s, 60-min g oup limi ,
pe sis en cha , ile sha ing,
backg ound blu , 5GB s o age.
100 pa icipan s, 60-min g oup limi ,
sc een sha ing, cap ions, Google
D i e in eg a ion.
5
6
Zoom → Bes o ex e nal, la ge-scale, o
aining-hea y mee ings.
Teams → Bes o in e nal collabo a ion in
Mic oso -hea y o ganiza ions.
Mee → Bes o quick, simple, and cos -
e ec i e mee ings in Google
en i onmen s.
In he ollowing sec ions, his guide will ocus on he
Zoom pla o m, as i is he ool ou eam is mos
expe ienced wi h and he one we ecommend o
ex e nal and la ge-scale mee ings. While o he
pla o ms ha e hei s eng hs, Zoom’s eliabili y and
use - iendly ea u es make i especially well-sui ed o
hese pu poses.
Now ha you chose he igh
pla o m, le ’s schedule he
mee ing and send ou
in i a ions. Be o e you do so,
make su e ha :
You ha e a Zoom license o
longe mee ings
You check all se ings om
he Mee ings ab
Enable Co-hos op ion
Enable B eakou - oom
op ion
Enable wai ing oom
Some
o ganisa ions/Zoom
accoun s om
Uni e si ies do no
ha e he op ion o
eco d he mee ings.
Make su e o check
his wi h you
o ganisa ion.
Schedule he mee ing
7
I you checked all hese, go ahead and schedule you
mee ing. Add all impo an de ails, making su e you
selec he co ec ime zone. Sa e he mee ing, copy
he mee ing link and use i in you in i a ions, agenda
and emails.
Online mee ings un smoo hly when he e is someone
he e o help you h ough he day. Make su e o ha e a
leas one pe son in he mee ing ha ac s as a co-hos .
The co-hos can suppo you by admi ing people o
he mee ing, making su e e e yone is on mu e when
no p esen ing/asking ques ions, o e seeing he cha ,
opening b eakou ooms and mos impo an ly, is he e
in case you ha e any in e ne p oblems and can keep
he mee ing open.
To ensu e ha you mee ing will un smoo hly, you can
es ou he mee ing and all he echnical se up he day
be o e.
The day be o e he mee ing
Open zoom mee ing
Ensu e audio, ideo & sc een sha ing a e unc ional
Open b eakou ooms and es he unc ionali ies
Make su e you can sha e you slides p ope ly in
p esen e mode, especially when using wo sc eens
Men ime e : An in e ac i e polling and quiz
ool ha makes p esen a ions mo e engaging
by collec ing li e inpu om pa icipan s.
h ps://www.men ime e .com/
Mi o: A collabo a i e online whi eboa d ha
helps eams b ains o m, map ideas, and co-
c ea e in eal ime.
h ps://mi o.com/app/boa d/uXjVMeLiC k=/
Slido: A Q&A and polling pla o m ha makes
mee ings and e en s mo e in e ac i e by
ga he ing eal- ime ques ions, o es, and
eedback om pa icipan s.
h ps://www.slido.com/
8
Mee ing p epa a ion
Ge eady o you online mee ing jus as you would o
an in-pe son one: p epa e you p esen a ion ca e ully
and allow ime o eedback and ques ions. I you’ e
conce ned he session migh eel a bi la , conside
using in e ac i e ools o b eak he ice and keep
pa icipan s engaged and ac i e.
TOOLS
USEFUL
9
In i e pa icipan s o d op hei cu en
a o i e song in o he cha . Build a “mee ing
playlis ” you can sha e a e wa ds.
Ask pa icipan s o change hei Zoom
backg ound o an image ha ep esen s hei
mood, a o i e hobby, o d eam des ina ion.
Pin on image slide ype - you can use a ious
images o pa icipan s o exp ess eelings o
ask whe e a e hey om.
ICEBREAKER
EXAMPLES
16
www.p owild.com
www.p owild.com
How o o ganise an
Online Mee ing
An easy guide
www.p o-wild.eu
The PRO-WILD p ojec p o ec s and p omo es wild
ela i es o whea , suga bee , and oilseed ape,
ha nessing hei aluable ai s o imp o e nu i ional
quali y and esilience o bio ic and abio ic s esses.
The p ojec in ol es 19 pa ne s om 11 coun ies and
is co- unded by he EU, UK and Swi ze land.
www.p o-wild.eu
Au ho s:
Elena Ion (elena@highcle e-
consul ing.com)
Alina Alexa (alina@highcle e-
consul ing.com)
B așo , Romania, 2025.
Design and pic u es: Can a.com
