How to Make Online Meetings Effective

are online meetings effective

Online meetings are difficult to conduct, especially when a team has members spread across different time zones. There are several reasons why this can be difficult. These include distractions, preparation, tools, and convenience. If you’re considering using this method for your next meeting, here are some considerations to keep in mind:

Distractions

While interacting with a virtual group, it is possible to get distracted by your phone or computer. Many of us have our phone set to send us notifications, but these can be distracting during an online meeting. If you can, try to avoid answering phone calls, text messages, or emails during the meeting. Instead, use the time to concentrate on your task.

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A recent survey found that 67% of workers find their attention waning during virtual meetings. Distractions can include checking email, reviewing documents, or noticing a squirrel running past the window. This can lead to unproductive meetings that result in bad outcomes.

Preparation

During an online meeting, it is essential to have a clear agenda. This will keep all participants on track and on task, and will help them to focus on what is important. Also, a good agenda fosters understanding between the participants. Without an agenda, people will be hard-pressed to keep track of the proceedings and may lose their place.

Before your online meeting, make sure you have the necessary technology and hardware. Audio and video capabilities are crucial, as is a webcam. You may also want to set up a collaboration platform, such as Google Docs, so that multiple participants can work on the same document at the same time. Ideally, the software you use should have all these capabilities in one program. This will eliminate the need to switch between different tools.

Tools

There are a number of tools available on the market to help you make your online meetings effective. These tools can help you streamline your meetings and keep your team on track. However, you should choose a tool that is convenient for you and your team. For example, videoconferencing software should be easy to use and not cause problems for your team. Most of these tools offer free demo versions, so you can try them out before investing in them.

One tool to consider is BlueJeans. This software has built-in video and audio recording. It also allows you to create and share meeting highlights with your team. It also supports up to 20 breakout rooms and has built-in analytics, so you can track the success of your meetings. BlueJeans can even identify important discussion points, and auto-assign action items to meeting participants. It also supports custom branding and integrates with Office 365 and Skype for Business. Some drawbacks include high latency and a lack of a background blurr.

Convenience

One of the best features of online meetings is that participants do not need to travel to attend meetings. This means that the time and energy spent on arranging and planning a traditional meeting can be saved. There is no need to compete for travel slots or lose valuable work hours. Furthermore, an online meeting can be scheduled quickly and without difficulty. It is also less expensive, and does not require all participants to travel to a single location.

While many people find online meetings convenient, there are also a few drawbacks to them. While most people can focus for at least 30 minutes, they are not likely to remain focused for much longer. For this reason, it is advisable to take breaks during online meetings.

Time savings

Online meetings are a great way to save time, even when people are physically separated by time zones. The cost of arranging and attending in-person meetings can add up to a lot of money. Companies can save up to PS432 per meeting by avoiding travel expenses and using videoconferencing. Plus, online meetings allow employees from different locations to participate.

The best part about online meetings is that they don’t involve waiting days or weeks to conduct business. This means that teams can collaborate in real-time, which fosters employee participation and morale.