As we settle in the new normal, it’s no surprise that virtual meetings are now the go-to. Whether it be video calls or something as simple as a conference call, companies and organizations now have the chance to communicate and work from home as a large group.
The problem is for some, holding a virtual meeting is still a demanding task. It is after all a much different setup than in-person meetings. A lot can change. What you need to do is be more knowledgeable when setting up and managing your call. Here are some of the best practices on how you can hold a virtual meeting.
Putting your meetings on your calendars might seem simple, but it’s in fact, very effective. Not only are you setting a reminder for you and everybody in the team, but you also have a chance to attach or send out necessary materials for the meeting. This makes meeting preparation faster and easier for everyone.
Of course, testing out the technology you’re using is a prerequisite. You should be making sure that your large conference call service has all the features that will help you facilitate the virtual meeting from the beginning until the end, and that you and your team know how to use them. At the same time, you also need to make sure that the service and technology can really handle the number of participants that are needed for your meeting.
Conciseness is key to an effective virtual meeting. You don’t want your employees to zone out, you don’t want to hinder them from doing their work, and you don’t want to waste their time (and yours as well). So one of the best practices when holding a meeting is to make sure that it’s concise and it’s packed with only necessary information.
Throughout the meeting, it’s also a good practice to call on people and get them involved in the conversation. Whether it be to ask a question or to ask for an update, to congratulate them, or give them acknowledgment they deserve — anything. Getting everyone involved and engaged in the meeting will help liven up the session, make sure everyone’s paying attention, and help send out positive and encouraging spirits.
Different facilitators can help your virtual meeting be more dynamic and rather than monotonous. With different facilitators in one meeting, you won’t have to carry or manage the discussion all by yourself. Assigning facilitators is also a great way to hear more about other people or know more about other departments and projects. In a way, this also helps everyone to be more involved.
Virtual meetings, no matter how convenient it is, also have a few vulnerabilities. These include unauthorized people joining in your call which can lead to security breaches, espionage, or harassment. Fortunately, you can avoid these vulnerabilities by doing something simple: by keeping the phone number or links to yourselves. Don’t post it publicly online, don’t send it to unauthorized people, and don’t forget to use PINs or voice print authentication.
And of course, another great practice is closing other tabs on your computer when hosting or joining a virtual meeting. Not only will this help you focus on the conversation, but it also shows respect to those who are talking or discussing something in the meeting. Encourage your colleagues to do this and try it yourself as well.
Conquer your next virtual meeting with these seven best practices. Once mastered, you’ll be able to hold a virtual meeting and collaborate with your colleagues and employees comfortably.