When I owned my gym, I started every class with exactly what I hoped to get out of the class for my athletes.  If I wanted everyone to rotate around the gym in a certain way, I said it.  If a few pieces of equipment like barbells or rowers needed to be shared,  I made sure everyone knew how to get that done efficiently.  Setting expectations early is key to having any system run efficiently.  The same can be said for any business project, virtual meeting, or all hands call.  If the person leading the charge can effectively set expectations, the entire process runs smoothly.