Virtual meetings are becoming increasingly popular with the rise of technology. The Covid 19 pandemic made institutions like schools, colleges, and businesses shift to the virtual domain. With a virtual meeting platform, one can schedule and attend meetings from the comfort of their home or office. They save time and money, in addition to being highly accessible.
People can feel apprehensive about hosting events on virtual team meeting platforms, and justifiably so. There are new areas to pay attention to – creating links for the meeting, ensuring seamless audio and video transmission, moderating conversations in the chatbox, etc.
So what are things to keep in mind while running a virtual meeting? Keep reading to find out!
1. Choose the right platform
Depending on the purpose of the meeting, choose the ideal platform. A meeting with a large number of participants would require a platform that puts no limit, either on the number of participants or on the duration of the meet. Additionally, look for interactive features like live chat, breakout rooms, screen sharing, etc.
2. Follow virtual call etiquette
Even though virtual meetings can be held from the convenience of one’s own home, maintaining a professional appearance is important. It’s also a smart idea to sit in an area that has plenty of natural light. Other than that, pay attention to the participants during the meeting, stay mute while not engaged in a conversation, wait for others to finish speaking before making a remark, and attend the conference in a relatively calm location rather than a chaotic one.
3. Frame an agenda before the meeting
Any meeting, even one that is virtual, should have an agenda that outlines the main goal and expected result. The agenda should be communicated to all attendees at least 24 hours before the meeting, and a timekeeper should be appointed to keep things on track. The meeting should also start promptly at the designated hour. An agenda keeps the meeting on track and ensures that time is used wisely. The agenda also aids attendees in coming prepared for the meeting.
4. Have a strong internet connection
Nothing is more irksome than attending a meeting on a virtual AGM platform where the host has a bad connection. Both the audience and the speaker can be irritated by internet glitches. All preparations can go in vain if the connectivity fails on the day of the event. Therefore, examine the bandwidth strength in the area from where the meeting will be hosted. Devices such as a wireless repeater can help improve Wi-Fi signals.
5. Keep a backup for technological faults
Anything that can go wrong will go wrong, so prepare for the worst. Check the meeting link beforehand and keep a backup link ready in case of failure. Also, test the audio and video quality. Instead of expecting one person to look after everything, keep a team to look after the technological aspects.
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6. Engage with attendees
It is easier for attendees on a virtual corporate meeting platform to lose attention if the session becomes monotonous. The host should aim at keeping a conversation alive while carrying on with the meeting. This helps to keep the members on their toes and prevents them from losing focus. The chatbox can be a highly useful tool where members should be encouraged to put forward their views
7. Effective time management
Since the audience cannot be coerced to sit in one spot, maintaining concentration in an online event is particularly challenging. Keep this in mind while creating a plan for the event meeting. A timetable that is too jam-packed might exhaust attendees. Therefore, in between meetings, people need to take breaks to avoid losing attention. Meetings can also be stretched out across a few days to avoid getting tedious if the time cannot be reduced.
8. Encourage individuals to have their cameras turned on
By asking participants to turn on their cameras, 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. It also removes distractions and discourages participants from multitasking.
9. Do not disregard time zones
Virtual meetings platforms have a large audience. As a result, it’s critical to maintain track of the various nations out of which individuals are logging in and to plan an acceptable schedule for the event. The event may be recorded and forwarded to guests via email for later viewing, or a screening of the recorded event can be scheduled. This would assure that individuals from all across the world could participate.
10. Always have a run-through of the event
A run-through is vital for both an offline and online event, and it cannot be overlooked. It is critical to witness the plan in action to ensure that an event runs properly. A run-through aids in the recollection of the sequence of events. It also highlights potential hazards that may be avoided in advance. Ask all team members to be present for it.
Conclusion
It is natural to hesitate a little before doing something new. The virtual team meeting platforms can feel alien to a large number of people who have spent their professional lives in an offline setting. But remember, the success of any meeting depends on the planning and execution of the host. Confidence is the key both for online and on-site events. Also, remember to hire an effective virtual meeting platform, like Dreamcast. It offers a wide range of virtual solutions helping one host their virtual events smoothly. One can also schedule a demo with the company.
Follow the tips mentioned above to organize a seamless virtual event, and remember that every problem is only a learning experience!
