You may be wondering how to conduct an online meeting. In a traditional meeting, superiors are usually given precedence in communications, but this does not apply to online meetings. There are protocol rules to follow for online meetings, which dictate how much precedence each party has over others. One of the most important considerations is the role of the ‘host’. If one participant needs to leave early, they should contact the ‘conductor’ or sneak away without being noticed.
Do’s and don’ts of a virtual meeting
Do’s and don’ts of a virtual meeting should start with your objectives and agenda. In a meeting that involves a large group of people, a face-to-face presentation is preferred, especially during important dialogue or question-and-answer sessions. A visual indicator such as a full-screen photo is also effective, particularly during pauses. To ensure that the meeting runs smoothly, there are some general guidelines for utilizing visuals in a virtual meeting.
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When conducting a virtual meeting, make sure everyone has ample time to prepare for the meeting. Prepare an agenda and send it to your attendees so that everyone has time to prepare and speak. Ensure that you send an invitation to all participants in advance and ask for their feedback. This will make the meeting run smoothly and help everyone prepare. Whether you are conducting a meeting with colleagues, clients, or customers, you should follow these tips to ensure an efficient virtual meeting.
Setting an agenda
When planning to host an online meeting, setting an agenda is an essential first step. It not only keeps the meeting on track, it also makes it easier to identify who will be attending the meeting. An agenda also gives participants a clear idea of what they should expect during the meeting and gives them some context for what to expect during the meeting. By setting an agenda ahead of time, you can expect your participants to be prepared for the meeting and to participate more actively.
To ensure that everyone participates fully in an online meeting, set up specific Next Steps and Action Items. Most people aren’t comfortable signing off without knowing what is next. Setting an agenda will help them find the details of the meeting, and you’ll be able to move forward faster. By assigning tasks to team members, you will also be able to avoid awkward transitions from one person to the next. This is especially helpful if you’re using video or other remote communication technology.
Multitasking is the norm today in work communications. Many tasks must be completed at once, and in some cases, multiple tasks must be addressed in the same meeting. Increasingly, people are juggling multiple tasks during meetings, a problem that can cause disengagement and poor engagement. Here are some tips to keep meeting participants engaged:
When participants multitask during a meeting, they minimize their screen to stay off the radar. They wait until they are needed to speak to be heard. They then have to find the window they minimized and unmute themselves, a tedious process. It is no wonder that meeting productivity is often compromised. In the long run, multitasking during meetings affects a team’s motivation and overall productivity. If you’re not careful, you might be doing more harm than good.
Timekeeping is crucial when conducting online meetings, especially since the transmission time can be slightly delayed. During your online meeting, you should give each person at least two to three minutes to speak. If the participants aren’t talking, you should direct them to ask questions instead. Good timekeeping in online meetings will keep everyone involved and minimize follow-up meetings. A few tips for timekeeping during online meetings are listed below:
Use an agenda. Meetings run smoothly when everyone is prepared. Make sure the agenda outlines the topics to discuss and how much time is allotted for each topic. Appoint a timekeeper. This person will keep the meeting on track. Appoint someone to keep track of the time and remind participants to stick to topics and project deadlines. As a timekeeper, it’s important to have a clear understanding of what’s being discussed in your meeting, so there is no confusion as to what’s important and what doesn’t.