It’s unlikely that people will abandon the comfort and accessibility of interacting through online platforms, even if travel bans and quarantine restrictions are no longer necessary. Video conferencing is a procedure that’s necessary for different corporate and official settings. Whether you’re screening a new job applicant or gathering your team for a quarterly meeting, it’s necessary to be efficient while using digital media.

How to prepare for your online meeting

Meetings need to have a clear direction and flow, whether you’re interacting in person or through virtual spaces. For this reason, hosts must understand the proper way of handling a video conferencing software’s different functions. Thankfully, there are software and other digital tools to assist you in performing these tasks.

If you’re ready to set up an efficient online meeting, here are three things you should do:

1. Send a meeting request to your attendees

Transparency is vital to avoid any miscommunication during or after your online meeting. Like a face-to-face gathering with your team, you must ensure that all attendees are aware of the specifics of your scheduled conference. They should know the time, duration, other attendees and purpose of your meeting.

The benefit of most video conferencing software is that you can schedule your session’s date and time beforehand with an email or link invite. This creates less clutter on the emails you’ll have to send your team. Remember to create a poll, or message each of your attendees if they have schedule conflicts on your assigned date. You should only send a meeting request once everyone confirms their availability on a specific time slot.

2. Forward any necessary questions or documents beforehand

Besides reminding your attendees of the meeting’s schedule, you should notify them of any reading material or resources they need to refer to during the session. You can include in the email a link containing access to these files. By disseminating these documents, you allow less time during the actual meeting for confirmations and clarifications about the agenda.

Additionally, it will prepare your attendees accordingly if they have to present information or do a report on company activities during the scheduled session.

3. Start the call with a clear agenda

Once everyone is in the video call, remember to have a roll call of everyone’s attendance. Don’t forget to check the stability of people’s network connection to avoid having choppy interactions later on. Besides people who might be presenting during the meeting, you should delegate another person to take notes or minutes of every discussion. 

Next, outline the agenda you sent beforehand and expand on any major points or revisions after sending it.

Try to utilise your video conferencing app’s functions to get comments, feedback and other responses from your meeting. After the last person is done presenting, remember to wrap up the session by reiterating the important points. This should include any important dates, contact persons or follow-up tasks after the meeting.


Like typical face-to-face meetings, video conferencing is simply a medium to gather people on an assigned appointment. Your online meeting’s success depends on the host’s preparation and the participants’ cooperation. Ineffectively utilising this wonderful medium is a waste of your and your teammates’ time, especially with today’s digital-based environment.

Numerous digital tools can assist your business’s processes, even with video conferencing programs. Thena is an excellent addition to your digital arsenal 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 optimise your video conferences, start your free trial of Thena today!


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