Before the Meeting

• Test audio and video setup.
• Configure or optimize virtual backgrounds.
• Start a meeting from a private chat when needed.
• Use the Scheduling Assistant to find the best time.
• Configure lobby settings for external guests.
• Set attendee roles (co‑organizer, presenter, attendee).
• Enable automatic meeting recording.
• Set reminder alerts.
• Create a Teams meeting for all discussions (even in‑person).
• Ensure all communication/resources live in the meeting object.
• Schedule the meeting via Outlook.
• Pre‑configure lobby & presenter permissions.
• Share meeting materials in advance.
• Build/refine the agenda collaboratively.

During the Meeting

• Use participant controls to manage mic/camera permissions.
• Use push‑to‑talk for better mic control.
• Run polls as needed.
• Hide your own video feed if desired.
• Try Together Mode.
• Use Presenter Mode while screen sharing.
• Use PowerPoint Live for presentations.
• Use an in‑meeting timer.
• Turn on live captions.
• Use Copilot inside the meeting (if licensed).
• Utilize real‑time language interpretation (requires Copilot).
• Start recording and transcription at the start.
• Use shared meeting notes for group items.
• Keep personal notes separately in OneNote.
• Create and assign action items in real time.
• Insert Loop components to collaborate live.
• Keep meeting chat active for files, links, and decisions.
• Use Microsoft Whiteboard for collaboration.
• Share only specific apps/windows when appropriate.
• Use "Give/Request Control" during screen sharing.
• Use background blur to reduce distractions.
• Leverage Teams interactive troubleshooting alerts.

After the Meeting

• Review the meeting recap in Chat or Calendar.
• View/export the attendance report.
• Post follow‑up actions, decisions, and next steps.
• Review assigned tasks in Microsoft To Do ("Assigned to me").
• Use a channel for recurring meeting continuity.
• Review Speaker Coach insights.

Audio, Video & Professional Presence

• Turn on noise suppression to mute background noise.
• Use Speaker Coach for real‑time feedback.
• Use an external microphone/headset when possible.
• Ensure proper lighting (avoid backlighting).
• Position camera so your face fills most of the frame.
• Maintain visual engagement (nod, look attentive).
• Look toward the camera while speaking.
• Speak slowly and clearly.
• Keep devices steady; avoid walking with your phone.
• Avoid placing your laptop on your lap.
• Remember to fully leave the meeting at the end.

Meeting Setup & Joining Options

• Support PSTN dial‑in for attendees who need phone‑only access.
• Invite anyone via email (browser‑based anonymous join).
• Manage lobby access effectively.
• Expect auto‑mute for late joiners in large meetings.
• Use Edge/Chrome for plugin‑free joining.
• Start meetings via Chat, Meet Now, or Outlook.
• Use Live Events for webinar‑style sessions.
• Use Call Analytics for troubleshooting as an admin.

Special Scenarios

• Manage agendas, notes, and action items entirely within Teams (no emails).
• Use the Virtual Appointment Graph API for customer‑friendly web‑based joins.

Sources