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When conducting an online meeting, it’s vital to establish clear expectations and set a clear agenda and flow. You should also provide links to any reference material or other materials that attendees will need during the meeting. Lastly, you should time-cap your meeting so you’re sure to finish on time.

Setting expectations

One way to boost team engagement is to set clear expectations of meeting attendees. To do this, send out an agenda for the meeting ahead of time and make sure everyone is aware of the tasks that need to be completed. In addition, it is helpful to list each member by name at the beginning of the meeting, and encourage contributions from every member of the team. Setting expectations will ensure that everyone stays on task, and prevent multitasking.

In online meetings, participants may feel that they need to physically attend the meeting to discuss agenda items, but they don’t need to. Most agenda items can be addressed in email. However, some participants might feel that the meeting is necessary in order to finalize the decision.

Using a gameplan

When conducting an online meeting, a gameplan can help you make it more productive. Make sure that everyone understands what the meeting’s purpose is, and that they will be accountable moving forward. The goal of any meeting should be to accomplish something concrete. Make the action items as concrete as possible, and assign them to each member of the cohort.

While you may not have the luxury of monitoring emails from meeting attendees, you can still keep an eye on engagement by using a co-host. Also, consider implementing a problem-solving plan that identifies any unexpected challenges. While most meetings are short, you don’t want to spend too much time troubleshooting or responding to email inquiries.

Including reference material

Whether your meetings are conducted in person or online, including reference material in your public notice will be beneficial for both groups. It will help participants to know exactly what to expect during the meeting, as well as why they should attend. This is especially important if you’re expecting new audiences. It’s also important to specify what materials are needed for your audiences, and what language they need to use to access those materials. Before posting your public notice, you should have all of the critical project details and supporting documentation finalized.

Time-capping

Time-capping when conducting online meetings can boost productivity and help participants get more done in a short period of time. It also helps keep participants focused and meetings on track. In addition, it reduces the chances of miscommunications during meetings. Participants should conduct their meetings in an environment where there is good lighting and a clear background. They should also use a collar mic or headphones to prevent noise or distractions from interfering with their ability to hear and participate in the meeting.

As long as a meeting doesn’t last longer than 30 minutes, it’s important to set up breaks so that team members can stretch their legs or take a restroom break. Additionally, if a meeting has multiple segments, cap each topic at thirty minutes. This will allow meetings to move along at a smooth pace and establish a natural rhythm between topics and presentations.

Designating a note-taker

Taking notes during online meetings can be difficult, especially if you’re trying to keep track of multiple screens. Designating a note-taker can help alleviate this problem by scribbling down important information for all participants. A note-taker should feel comfortable asking for clarification and should not hesitate to repeat important points.

Designating a note-taker is critical to the success of your meeting. The notes should be legible and clearly communicate important information. They should also include follow-up topics. Notes should be sent to the designated note-taker immediately following the meeting. The note-taker should have a plan for distributing them afterwards.