TOOLKIT TO HOST SUCCESSFUL VIRTUAL MEETINGS
Simply defining ,Virtual meetings are the online meetings conducted using technology software’s which allows attendees at distant locations around the globe to see, hear and engage with every participant as much as in person meetings. These days, virtual meetings are the norm. Due to the rise of remote work and the lingering COVID-19 pandemic, many professionals now operate out of home offices. it’s essential you learn how to host a successful virtual meeting.
Here is a process you can use to ensure your virtual meetings are every bit as effective as in-person ones. While professionals have been hosting virtual meetings for years, they became the go-to communication channel in 2020 because of the corona virus.
Virtual meetings aim to recreate the feel of in-person gatherings by using video software to allow attendees to meet face-to-face — even if they’re thousands of miles away from each other. But here’s the thing: virtual meetings are different. These differences can make it difficult for inexperienced professionals to host successful virtual meetings. To make things easier on yourself, follow these five steps:
1. Choose the RIGHT PLATFORM
To host a virtual meeting, you need to invest in right platforms, the common software. There are plenty of options. Some are free to use, while others cost a significant sum per month. The software you choose will depend on your goals.
For basic video conferences, tools like Zoom and Skype can work well. While these free solutions lack advanced features, they’re easy to use. Choose this option if you plan to host infrequent meetings and simply need a more personal way to stay in touch with colleagues.
Team Collaboration -Dedicated virtual meeting software will give you access to all the basic features of Zoom and Skype. But you’ll also enjoy collaboration tools like screen sharing, a digital whiteboard, and advanced security. GoToMeeting is a solid example of this kind of tool.
Professional Meetings–If you’re looking to host professional meetings on a regular basis, you can’t go wrong with this software allows for screen sharing, digital whiteboards, private chats, user blocking, multiple views, top-grade security — everything you need to host stellar meetings.
‘Your Goal is to Stay on Target and Select the Most Appropriate Virtual Meeting Software
Don’t be tempted to trade cost reduction for inefficiency
The goal will dictate the structure and virtual meeting tools that will be the most effective. For instance, if learning is the objective, you may introduce a gamification component or a fun game show element to your virtual meeting.
On the other hand, if brainstorming is what you’re looking for, you may focus on virtual meeting software designed to capture ideas such as mind-mapping tools.
“Often tech becomes the focus in a virtual meeting. But it shouldn’t be. First and foremost, you want to make sure your business goal (for that meeting) is met. You can do that by implementing these virtual meeting best practices and virtual meeting strategies.”
2. ESTABLISH GROUND RULES
EVERY professional set has certain mandated rules to follow during these meetings , similar are the guidelines to follow in virtual meetings ..it adds up to few more diverse list as there are no physical gestures to support in these kind of meetings . One of the keys to effective virtual meetings is ground rules. How do you want people to act during your video conference? If you expect attendees to exhibit certain behaviors, make sure you set the principles of attending before your meeting actually starts. Here are a few common ones:
Arrive Early: mandate attendees to arrive early, they’ll be able to engage in a virtual water cooler session. They’ll also be able to test their equipment to make sure it up to the mark works before go-time. Technical glitches derail meetings wasting everyone’s time and creating distraction from the subject.
Use the Mute Button: When not speaking, ask attendees to mute their microphones. This will help eliminate distracting noises. Speaking of distractions, ask attendees to login from private locations, too, if possible.
Maintaining Social conduct: Make sure to list the guidelines of social conduct this includes talking over other team members and using phones while others are presenting, as well as making openly disrespectful comments or even disrupting the participant time.
Avoid conflicting schedules
Conflicting schedules and multiple time zones can make it difficult to plan virtual meetings — difficult, but not impossible. Here are a few ideas to help:
Plan Your Meetings Far In Advance: If possible, get your meetings on the books as early as possible. Advanced notice will allow each attendee to block out time on their calendar before it gets filled up with other work activities.
Look For Common Time Frames: Do you need to meet with colleagues in multiple time zones? Try to schedule your virtual meetings for common time frames
Record Your Virtual Meetings: Sometimes, despite your best efforts, a key team member won’t be able to make it to your online gathering. Record your meetings for those who weren’t able to attend can catch up on the ideas and plans shared
Rules of Engagement and Expectations
Few employees would ever start playing a game on their phones inches from their boss giving a presentation, yet it often happens in virtual meetings.
Why? Because employees feel disconnected, disengaged and invisible. They do things in virtual meetings that they wouldn’t in-person. Create a brief list of expectations like no multitasking or similar expressions of disengagement. If you establish expectations in the beginning, no one can claim that you never told them when they exhibit less than desirable behavior.
Be a virtual meeting pro: Remember virtual meetings should be conducted at a slower pace than traditional meetings and it may help to allow for dramatic pauses after important statements, questions, and assignments as there can be a lag in connection of 2-3 seconds for some portions of your attendees.
3. AGENDA OF MEETING
Once you’ve done with basic guidelines and technology integration, the next is to create an agenda. This will ensure your meeting is succinct and productive. Agendas should be sent to all attendees before the meeting takes place. That way everyone has a chance to prepare and will be equipped to contribute. If you’re using a meeting software that requires access codes, call-in numbers, etc. make sure your agenda includes them, too.
The best virtual meeting agendas include:
The core points of discussion
The time you plan to dedicate /allot to discuss each point
Relevant documents and homework related to the presenting points
4. TEAM FACILITATOR
In a virtual meeting, it’s important to have someone who can keep people from talking over one another, to bring conversations back around if someone interrupts, and ensure that all voices are heard.
A facilitator can also suggest breaks for long meetings. As a rule of thumb, virtual meetings should remain under 45 minutes in each session. A facilitator can use these break moments and the beginning of each meeting to ensure everyone feels comfortable with the other attendees. A good facilitator is similar as a good host is at a party.
Virtual meetings are not immune to meeting challenges so make sure you keep this in mind as you begin planning your virtual meeting to make your virtual meetings the best they can be.
5. MULTI-TASKING APPROACH
Those who take part in building the project, often feel more vested in it. If you assign roles to different participants, you’ll have more people invested in the meeting’s outcomes. Some roles you might consider are:
Timekeeper: it’s helpful if this person can be in the same location as the facilitator so that they can provide silent prompts and signals. This is important to ensure that the meeting remains on schedule and doesn’t overrun.
Note taker: this person may also handle reiterating assignments and deliverables at the end of the meeting.
Tech support: if you can have someone (or a team) standing by to help those with tech difficulties, it will allow things to run much smoother.
Conversation assistant: to handle the chat box and parse out questions or comments.
One more thing: your note taker can be invaluable for reiterating comments that get lost in delay or reminding participants of points or questions that were orphaned. Just make sure they have a copy of the agenda so they can resurface points at the relevant time in the meeting.
6. ELIMINATE TECHNICAL BUGS
Ensure the technical bugs are taken care of before the commencement of the meeting; Technical issues are some of the most frustrating parts of virtual meetings. In addition to having a technical support person to help the facilitator handle those things, it’s a good idea to anticipate possible problems ahead of time.
One of the most common problems (besides issues are logging on or participants getting disconnected due to slow Internet service or glitches) occurs when the person who is supposed to share their screen or their report/findings is unable to do so. While screen sharing is the most engaging and practical way to keep all eyes focused on the call, a prepared virtual meeting leader will have copies of the data or content being shared. These should be made available ahead of time through a shared drive or app like Drop Box or Google Drive. They can also be emailed so everyone can refer to the same document even when screen sharing is difficult or impossible.
Share login information and platforms/URLs a day or so in advance so everyone has time to try the virtual meeting software and test everything is working. Some require downloads so insist they try logging in ahead of time and test out their software and system compatibility.
7. VIRTUAL ICE BREAKER TALK
Conduct an ice breaker or a water cooler talk to strengthen the team connection. It is essential to build up the team spirit, further more important if it is a virtual team. Teams function more effectively when the members know one another. This may be difficult if some of your members have never met and they reside very far away from one another.
When coworkers are physically present, friendships grow organically or with the help of employee outings and events. For groups separated by miles, time zones, and maybe even country borders and cultures, facilitating some time for small talk and connections before jumping into the meeting is essential
8.FOLLOW UP
Finally, I always suggest following up with attendees after your virtual meeting has concluded.Your follow-up doesn’t need to be complicated. It just needs to summarize the major talking points, clarify next-steps for each attendees, list due dates for all action items, and state when the next meeting and/or check-in time will be.
3 Comments
nice
Very informative during current scenario. Thanks Sir !!!