Virtual meetings may be an inexpensive way of getting everyone on the table no matter what their geographical location is. However, it can be challenging to get the same results and meaningful discussions as it is done in face to face meetings. People are now counting more on virtual reality whereas there is still room for improvement. While approaching people for a virtual meeting, you need to make sure that everything is arranged well. To make your virtual meetings more effective and interactive, here is what you can do for the preparation.
Organize The Meeting Properly
The key to an effective virtual meeting is proper organization. The better you organize, the better the meeting will go. Make a group calendar and send it to every participant in advance so that they can confirm their availability at the proposed time. Arrange a notification system for reminding you so that you won’t have to stick to your laptop or computer even when you are working remotely from home. Before sending the invitation, make sure you know what the meeting is going to be about. If you find it hard to manage everything at once, you can use MS dynamics CRM for the best organization.
Use The Right Technology
The next important thing is to choose the right platform for your meeting. The effectivity of the technology will determine the effectivity of the meeting. Every platform has different speciality features so that you can choose them according to what you require. Skype, Zoom, Google Hangouts, GoToMeeting, Slack, Uber Conference, and WebEx are some of the most commonly used meeting platforms. Make sure that you review any platform before using if for a meeting. You should know about the settings, how to share important files, screen sharing, and everything else for the structuring of the meeting.
Prepare For The Meeting
When you are arranging a virtual meeting, know that there can be many hurdles in its completion. As a coordinator, you need to be prepared for everything beforehand. For example, keep a solution in mind about what you will do in case of a software error, internet interruptions, or an elevated and heated disagreement. Think about how you will bring the discussion back to the main track in a virtual space. Keep all the key points of discussion written on a paper beside you so that the participants do not become distracted. Keep a track of the time zones of all the participants so that nobody finds it troublesome to be available on time.
Set The Rules
Making rules is important in virtual meetings because you cannot control it otherwise. For example, you can ask the participants to log in early so that everyone can check their audio-video systems. You can ask everyone to mute their mics unless they want to say something so that unwanted noise may be prevented. Disrespecting anyone or passing degrading remarks should be strictly prohibited so that a professional environment is maintained. Make sure everyone gets a chance to speak and no one monopolizes the meeting by silencing others.