Virtual meetings are typically defined as an event that brings people together via the internet, primarily used in the workplace. They are seen as a useful tool to bring a small/large group of people together without the need to be in the same physical location.
As working from home has become such a norm for many businesses, it would be fair to say that virtual meetings are here to stay for the foreseeable. With that in mind, it would be useful to ‘nail down’ the necessities to ensure the most free flowing meeting possible.
We all know that it can be tricky and sometimes quite frustrating, but there are steps that you can take to mitigate these issues
1. Ensure You Are Prepared
Plan Plan Plan! Nailing down the details of the meeting (attendees, time, things to cover) will help to ensure the right people attend, with the right information to hand to be able to ask and answer the right questions to drive the agenda forward. No-one likes to waste their time in pointless meetings.
You should also consider time zones if there will be people attending from overseas.
2. Identify Potential Technological Difficulties
Is everyone able to use the software? Are all the devices running the most up to date versions? Are you connected to a power source or do you have enough battery for the length of the entire meeting?
Where will you be holding the meeting? Can you eliminate interruptions and outside noise (pets, children, people talking, phones ringing, road noise etc). Should you use headphones/microphone to reduce the effects of external noise?
3. Send Reminders
It is likely that there are some who won’t be as prepared, so sending reminders a few days prior is a good idea. It would also be a good idea to include a request for everyone to test the meeting technology if they are not already familiar with it.
4. Begin the Meeting in Style
The beginning of the meeting will set the tone, so start it in an engaging way. You could even begin with an ice breaker if attendees aren’t familiar with one another. Asking attendees to introduce themselves at the start of the meeting is also another way to check everyone’s technology is working as it should.
5. Plan Regular Breaks
If the meeting is due to go on for a long period of time, it is advisable to factor in intervals for comfort breaks. This is an important one because people will start to fatigue, perhaps even more in a virtual meeting as opposed to a face to face one, because it can be draining on the eyes looking at a screen for long periods. Allowing just a short amount of time to enable people to get up, use the toilet and make a drink can increase engagement and productivity levels dramatically.
What is your experience of virtual meetings? Do you think you can use any of these tips to improve meetings you attend? Do let me know in the comments.
