When you host a videoconference, you need to be aware of the things that are bad for your virtual meetings. For example, if one person is not visible in the video, you need to move to another camera, or suggest setting up a camera that can be seen by all the remote attendees. If the remote team members aren’t able to hear you, don’t start a side conversation. Allow the other person to go first.
Face-to-face meetings are more effective
In addition to the benefits of face-to-face meetings, people can read each other better in person. Body language is important for expressing one’s feelings, and it helps in deciphering the next steps of a conversation. Face-to-face meetings also give people the chance to ask questions. In an online meeting, one can miss out on some important details, such as traffic jams, which can make it difficult to conduct a productive discussion.
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The use of computer tools can help create comprehensive records of who attends the meeting and how much interaction there is. But these tools can’t guarantee the quality of the recorded data. Face-to-face meetings are more valuable than online meetings because they engage participants’ full attention and cut through multitasking. Using computer tools can facilitate better communication, but they can’t guarantee quality. For this reason, face-to-face meetings are preferred.
They allow for follow-up conversations
Online meetings are more engaging than those held in person, but it’s still possible to have effective follow-up conversations even without a face-to-face meeting. Rather than simply reading a document, presenters can share information with their audience through visual aids. Humans are designed to follow visuals faster than words, so visual aids keep attendees on track. They also give participants the opportunity to showcase their work.
They are less disruptive
One way to make online meetings less disruptive is to turn off features that distract from the meeting. For example, muting or unmuting participants should be available only to the host. Other features to disable are chat functions, recording of the meeting, and moving backgrounds. Muting participants allows the host to continue the meeting uninterrupted. To prevent disruption, it is also helpful to have a protocol in place to report disruptors. To make online meetings less disruptive, use the tips above to ensure everyone has a pleasant meeting experience.
In person meetings are often limited to predefined content. However, in a virtual meeting, anyone can share any digital content with the group. In face-to-face team settings, this dynamic sharing of content is difficult to achieve. Furthermore, virtual meetings also facilitate side conversations, which are less disruptive than whispered conversations or physical passing of notes. Another advantage of online meetings is that they do not require a physical space and can be held anywhere, which makes them more flexible than a traditional meeting.
They are difficult to organise
Online meetings can be difficult to plan and organise. For this reason, you should follow these steps to make an online meeting run smoothly. First of all, make sure you have a clear purpose for the meeting. It’s important to know what you’re trying to achieve in the meeting so that you don’t spend too much time talking about irrelevant topics. Next, make sure you discuss one topic at a time. In case you’re organising an online meeting with your colleagues or clients, there are some creative ideas to make your online meeting structure easier. Using a visual summary of the meeting outcome will also help you to stay focused on the task at hand.
Secondly, you need to create a clear agenda so that everyone can follow the conversation. You should also include the contact details for all participants, including the tech team and HR department. Make sure to send out supporting documents beforehand to ensure everyone is up-to-date on everything. Finally, scheduling worldwide is a challenge, so make sure you set aside plenty of time to plan and organise your meeting. A tool such as Worldtimebuddy will allow you to see the different time zones for your team members and ensure you cover everything that needs to be discussed.