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How to Ensure an Important Meeting Runs Smoothly

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Important Meetings

Definition: Meetings with many participants, such as more than 100 people, complex meeting scenarios, or important meetings attended by senior management that require high meeting quality. Typical scenarios: Board meetings, executive strategy meetings, and company annual meetings.

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Preparation for Important Meetings

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Schedule and Meeting Settings

  • Schedule the meeting in advance. Make sure the organization that owns the schedule is correct so the expected organization benefits can be used.
  • Add a video meeting to the schedule. Click Meeting Settings and adjust settings as needed, such as join permissions, recording settings, and default mute on join.
  • Lock Meeting: Suitable for high-security meetings. Only members actively called by the host can answer and join.
  • Waiting Room: Suitable for report meetings. New members enter the waiting room by default and can join only after the host approves them.
  • Only organization members can join: Suitable for meetings limited to company members. Only members in the same organization as the host can join.
  • For important meetings, add agenda items at the bottom of the schedule to keep the meeting on track. Each agenda item can have a discussion duration.

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Devices

  • Computer: Recommended minimum configuration: 10th-generation standard-voltage i5 CPU, 16 GB memory, and 2 GB dedicated graphics. Uninstall unrelated software, pause Windows updates, keep laptops plugged in, and use wired network where possible.
  • Mobile: Use recent mainstream mid-to-high-end devices. Keep the phone charged. If using mobile data, ensure enough data is available because meetings consume significant traffic.
  • Meeting devices: Use DingTalk-certified meeting devices when possible. Check microphones, cameras, and speaker volume. Use a meeting control screen instead of a phone controller when possible, and prefer wired network.
  • Microphone peripherals: Use DingTalk-certified microphones when possible. Check that they can be turned on and off, capture audio normally, and have clear, moderate volume. Test from In Meeting > More > Settings > Audio.
  • Camera peripherals: Use DingTalk-certified cameras when possible. Check that they turn on and off, capture video normally, and provide clear image quality.

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Network

  • Use stable and reliable network with enough bandwidth, low latency, and no packet loss. Public-domain ping latency should be below 200 ms with no packet loss.
  • Estimate total bandwidth at about 3 Mbps per participant, especially considering public internet egress bandwidth usage.
  • Prefer wired network when devices support it.
  • For Wi-Fi, evaluate coverage, signal strength, and connection stability because wireless signals are prone to interference.
  • Test firewalls in advance to ensure meetings can connect normally without interruption and can send and receive audio, video, and screen sharing. Add DingTalk-related IP addresses to allowlists where needed.

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Frequent Scenarios

  • Overseas meetings: Test the local network and device meeting experience in advance. Test caption translation from More > Captions, and set the source language under More > Settings > Captions to improve accuracy.
  • Screen sharing: If regular participants do not need to share, turn off Allow participants to share so only the host and co-host can share. Do not use the sharing device for meeting control. Turn off power saving and auto screen-off to prevent sharing interruptions. If sharing video, enable Prioritize video smoothness. If audio is needed, enable Share computer audio.
  • Layout: DingTalk Meetings supports Standard, Speaker, and Gallery layouts. Use Spotlight for Everyone to focus everyone on a specific speaker.
  • Meeting order: The host can mute all, unmute members one by one when they speak, and test audio. If strangers join or disrupt the meeting, click Security at the bottom and use Pause participant activity to mute everyone and pause sharing until order is restored.
For complex scenarios such as company annual meetings, DingTalk recommends contacting support for professional meeting assurance services.

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Daily Important Meetings

Definition: Important meetings held regularly, usually with fewer than 100 participants. For daily important meetings, keep the same basic checks: device readiness, microphone and camera tests, stable network, firewall testing, correct schedule ownership, overseas meeting testing when needed, screen-sharing controls, suitable layout, and host-led meeting order management.