Virtual meetings are slowly becoming the norm for different corporate interactions. It can be a great way to keep things up-to-date with your staff, while it can also function as a viable way to interact with clients in real-time. Thankfully, technological advancements can make the experience easy to handle. However, you can still end up ruining your virtual meeting if you don’t know how to host one appropriately.
How to host a successful virtual meeting
Although the technology is there to make virtual meetings easier to start, that doesn’t mean it’s free from the typical issues of setting up a face-to-face appointment. Problems with scheduling, outlining and other logistical inefficiencies can ruin your virtual meeting even in the digital space.
If you want to successfully host a virtual meeting, you should follow these five steps:
Step#1: Choose your video conferencing platform
Basic video and audio aren’t the only features you should focus on when hosting a virtual meeting. Screen sharing, online whiteboards and chat sidebars are all useful tools to have more ways to interact with your team. This is why you need to be mindful of the platform you’ll use to match your appointment’s needs. Remember that you should consider a software’s participant capacity, accessibility, security and compatibility with your attendees’ devices.
Step#2: Assign roles before the meeting
Just like with live meetings, you need to give people different roles so that you won’t overwhelm yourself with handling everything. Assign different participants to hold key roles, like taking notes or monitoring the time to ensure that you have an efficient virtual meeting. Delegating these tasks will engage your participants more in your session while holding a sense of responsibility. You should also set your meeting etiquette to keep everyone on the same page.
Step#3: Start your meeting with an agenda
An effective meeting always starts with an outlined agenda. You should usually ask your team about their updates while mixing in company announcements. Remember to post your agenda a few days before the meeting proper to help everyone stay on schedule with the order of discussions. Setting a time limit for each section will enable your team to summarize their reports so that your attendees won’t feel too fatigued from your meeting.
Step#4: Stick to overviews instead of long reports
It’s best to avoid long-winded and too detailed reports in line with the step above since it can easily eat up the time you’re using. Like in live meetings, the time your team spends not working on their responsibilities can cause more delays to your business’s processes. To speed up discussions, you can ask the people who will present in the meeting to submit a copy of their reports beforehand. Implementing this rule ensures that people won’t have downtime thinking about questions or suggestions to give.
Step#5: Conclude with important points and reminders
It’s necessary to wrap up the important points of your meeting, especially if you’ll have anything that lasts longer than an hour. Ask the person assigned to take notes to reiterate tasks, reminders or updates for everyone to have a better memory recall before the meeting ends.
Even if the world goes back to normal in a post-COVID-19 world, people will still see virtual meetings as the future. This is why you need to invest in reliable digital tools to assist your business’s advancement into the modern age.
More and more digital platforms are catering to business environments with video conferencing needs. Thena is an effective app to use alongside your other cloud-based tools, like video conferencing apps and digital workspaces. If you’re looking for a capable meeting management software to handle your business’s digital operations, start your free trial of Thena today!