With the advancement of technology, virtual meetings are becoming increasingly popular. The Covid 19 outbreak forced schools, universities, and companies to move to the sphere. One may organize and attend meetings from the comfort of their own home or office using a virtual meeting platform. They save time and money while also being highly accessible.
People may be apprehensive about hosting events on virtual team meeting platforms and for good reason. There are new areas to pay attention to, such as generating meeting links, providing seamless audio and video transmission, moderating chatbox interactions, and so on.
So, what should one bear in mind when conducting a virtual meeting? Continue reading to learn more!
● Step 1: Find the best platform
Choose the best platform for the meeting based on its purpose. A platform with no limits on the number of participants or the duration of the meeting would be required for a meeting with a considerable number of participants. Look for interactive features such as live chat, breakout rooms, screen sharing, and so on.
● Step 2: Before the meeting, create an agenda.
Even a virtual meeting should have an agenda that defines the main purpose and expected outcome. At least 24 hours before the meeting, the agenda should be distributed to all attendees, and a timekeeper should be assigned to keep things on track. The meeting should begin promptly at the scheduled time. An agenda keeps the meeting on track and ensures that the time allotted is spent effectively. Attendees can also use the agenda to come prepared for the meeting.
● Step 3: Make sure you have a decent internet connection.
Attending a meeting on a virtual AGM platform where the host has a poor connection is the worst. Internet problems can disturb both the audience and the speaker. All of your planning might go in vain if your internet connection drops on the day of the event. As a result, look into the bandwidth availability in the location from where the meeting will be held. Wireless repeaters, for example, can help boost Wi-Fi signals.
● Step 4: Keep a backup option in case of a technological failure.
Anything that may go wrong will go wrong, so plan accordingly. Check the meeting connection ahead of time, and have a backup link ready in case the first one fails. Assess the audio and video quality as well. Create a team to look after the technical aspects rather than expecting one individual to handle everything.
● Step 5: Time management
Maintaining attentiveness in an online event is particularly difficult since the audience cannot be forced to sit in one position. When making a plan for the event meeting, keep this in mind. Attendees may become exhausted if the schedule is overly crammed. As a result, participants must take pauses in between sessions to prevent getting distracted. If the time cannot be decreased, meetings might be spread out across several days to avoid redundancy
● Step 6: Help maintain virtual call etiquette.
Even though virtual meetings may be hosted from the comfort of one’s own home, it is crucial to retain a polished appearance. It’s also a good idea to sit somewhere with a lot of natural light. Other than that, pay attention to the attendees throughout the meeting, be silent when not involved in a conversation, wait for others to complete speaking before offering a remark, and attend the conference in a relatively calm setting rather than one that is chaotic.
● Step 7 – Participate in discussions with the audience.
Attendees using a virtual corporate meeting platform are more likely to lose interest if the session becomes boring. While the meeting is going on, the host should try to keep a dialogue going. This keeps the members alert and prevents them from being distracted. Members should be encouraged to express themselves in the chatbox, which may be a very beneficial tool. Also, ask participants to turn on their cameras, so that virtual meetings can be made more vibrant. To compensate for the lack of physical presence, videos efficiently captivate people and add a personal touch. It also allows the speaker to pick up on other people’s facial cues and removes distractions by discouraging participants from multitasking.
● Step 8 – Don’t forget about time zones.
Platforms for virtual meetings have a big user base. As a result, keeping track of the different countries from which people are logging in is crucial, as is planning an appropriate timetable for the event. The event may be recorded and emailed to visitors for viewing later, or a screening of the recorded event can be organized. This would ensure that people from all around the world could take part.
Even if a virtual conference is more convenient, courtesy and respect must still be the baseline. For a virtual meeting to be genuinely effective, established ethical rules must be followed before, during, and after the meeting. This involves the application of two fundamental principles: Be aware of the surroundings and be courteous of others’ time. Failure to do so costs the team time that cannot be replaced. While some people may be unfamiliar with the virtual world, practice makes perfect. Never underestimate the importance of a run-through.
To guarantee that an event works smoothly, it is vital to see the strategy in action. A run-through helps you remember the order of events. It also points up potential dangers that may be avoided ahead of time. Inviting all members of the team to attend is a good idea. Confidence is the key both for online and on-site events. Choose an effective platform, like Dreamcast, and follow the tips mentioned above to organize a seamless virtual event, and remember that every problem is only a learning experience!