> ## Documentation Index
> Fetch the complete documentation index at: https://help.dingtalk.io/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Support an Important Meeting

> Prepare for an important DingTalk meeting: pre-call network check, host backup plan, recording setup, and contingency for participant join issues.

## How to Ensure an Important Meeting Runs Smoothly

## 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.

## Preparation for Important Meetings

### 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.

### 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.

### 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.

### 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.

## 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.