As we embrace virtual events as a cost-effective method to achieve a myriad of goals, including webinars, training, and conferences, it’s important to ensure that effective communication is on the agenda. Virtual meetings aren’t ideal for every situation, so knowing when and how to utilize this technology is vital. Technology has became the main focus; somewhere between people’s Phones and e-mail, many leaders lost sight of relationships
5 Tips for Conducting a Virtual Meeting: How to Prepare
The first thing we do before deciding what technologies and software will be needed is to decide who the participating audience is and what information is being shared
Technical Tools and Requirements
The beauty of online meeting technology is that even the most fledgling, bare bones operation, can use it. All that’s required is an Internet connection, audio (from computer speakers, microphone, or via telephone), and a webcam (standalone or integrated with your monitor/laptop). Larger groups may also need a projection screen or large TV monitor.
Remove distractions. The advantage of virtual meetings is the ability to hold them almost anywhere-; the disadvantage of virtual meetings is also the ability to hold them almost anywhere. Online meeting attendees can call or log in from the local coffeehouse, airport lounges, home offices, etc. To minimize background or “road noise” (you don’t want your child, pet, or ringing phones to become the focus) you can opt to mute all attendees and only take questions via the chat box.
The key to a successful video conference or phone conference meeting is to remember that you are in a meeting. Give your full attention to the participants as you would if you were in the same room. Video-conference meetings should actually move at a slightly slower pace than a typical meeting due to a two to three second delay for most systems to communicate.
There’s a tendency in virtual meetings to launch right into the task, which can negatively affect relationship building. Everything you can simulate from face to face encounters is good. Encourage participants to submit their questions on the topic before the program begins. Asking open-ended questions to a large remote audience will often result in “dead air” and then multiple people talking at once