In 2020, various firms shifted to remote working due to the global pandemic. According to HubSpot, remote working has grown by 400% since 2010. An obvious consequence of this has been a significant rise in the number of online meetings.
Virtual meetings have not only boosted productivity but also enhanced team collaboration. The video conference industry is expected to grow up to $50 billion by 2026. Similarly, Zoom saw a 355% surge in its revenue amid COVID-19. Some other popular online meeting tools include the likes of Google Meet, Skype, Cisco WebEx, and Microsoft Teams.
In this article, we have compiled a list to help you conduct a successful online meeting.
10 Tips for Successful Online Team Meetings
1. Set a Clear and Well-Planned Agenda:
An online meeting with an unclear agenda leads to wasted time and resources. Your agenda should cover topics that you want to discuss during the virtual meeting. Not only will this give participants an idea of what to expect but it will also mention the time allocated to each topic or issue.
Moreover, you could allocate each participant’s role beforehand in order to prevent confusion during the official meeting. Whether you are conducting a 30-minute scrum or a 2-hour meeting, plan your agenda to boost productivity and efficiency.
2. Choose a Moderator:
To keep your online meeting on track and prevent any disruption, it is recommended you appoint a moderator. Not only will a moderator supervise proceedings but they will also direct who speaks during the virtual meeting.
Further, they are responsible for welcoming the participants, setting the meeting’s agenda, introducing the speaker, giving permission to participants for tools for sharing the screen, keeping track of participants’ queries, moderating Q & A sessions, and finally closing the online session.
Assigning a moderator is highly essential for online meetings to prevent miscommunication due to audio/video issues and internet connectivity.
3. Create an Outstanding Presentation:
One of the most essential elements of online meetings is the presentation. If you or your team members have been assigned for a presentation then you must strategically plan and design your presentation.
Your intonation, visual content, clear objectives play an essential role in the success of your visual meeting. Moreover, technical considerations and graphics are perhaps even more vital for online meetings than in-person ones. Additionally, you can incorporate trivia, music, and polls for boosting audience engagement. And obviously, rehearsing your presentation beforehand will help you overcome the fear of being on camera.
4. Set Time Limits for Each Meeting Agenda:
Regulating meetings have shown a significant boost in efficiency and productivity. Instead of spending 45 minutes on a single task, you should break down your virtual meeting into small-time chunks such as assigning 10 minutes for proposal 1, 20 minutes for proposal 2, and so on.
Moreover, remember to keep 5-10 minutes at the end of your meeting for feedback and queries. Not only that, a time focused meeting (such as a 30/45 minutes meeting) will perform better as opposed to a 3-hour meeting as most participants have a low attention span. This will ensure that your participants do not go off track and stay focused.
5. Schedule Meeting Reminders:
Reminders not only make participants aware of your meeting but also give them plenty of time to make room for it in their busy schedules.
An ideal reminder must include the meeting time and date, meeting code, technological format, meeting objectives, and meeting itinerary. Client Buddha simplifies your scheduling process by automatically synchronizing all your important due dates along with their details with your Google Calendar.
Not only that, you can instantly schedule a Zoom meeting from within your calendar and create meeting invitations and reminders with just a few clicks. Additionally, both you and your team can stay organized through Client Buddha’s shareable To-do Lists.
Apart from creating and assigning presentation related tasks, you can also track task progress and get reminders all in a single tool.
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6. Minimize Distraction During Your Meeting:
Miscommunication in an online meeting is usually a result of distractions. This can be prevented by requesting participants to join the meeting in a quiet, well-illuminated room with a clear background.
Similarly, plan for any technical difficulties. When it comes to the internet, be wary of any dead spots. If your connection is unreliable, have a backup on hand just in case. Moreover, to ensure crisp audio, consider investing in a better third-party mic instead of relying on your laptop’s microphone.
7. Making a Lasting Impression:
Confidence is key to the success of an online meeting. Studies have shown that it takes one-tenth of a second to make a first impression. It is therefore recommended to start your virtual meetings in an engaging tone.
Further, you should be mindful of your posture, body language, eye contact, among other things. Dressing professionally and modulating your tone and pitch can have a huge impact on your meeting’s success.
8. Wrap-up with Clear Actionable Tasks:
At the end of your meeting, you should summarize the key points discussed during the meeting along with clear actionable tasks. Numerous corporate meetings are unsuccessful due to vague assurances from participants.
Either you or your moderator should assign actionable items to every participant according to their work field. Not only that, setting a deadline for these tasks will boost your employees’ productivity.
9. Host a Q & A session:
You should set 5-10 minutes at the end of the meeting for queries and feedback. This live Q & A session will allow participants to clear any confusion along with making your employees feel connected to the firm.
If you are unable to answer certain queries, inform participants about a follow-up email. Lastly, acknowledge your audience for their participation by thanking them for attending this meeting.
10. Follow-up via Email:
After concluding your meeting, you should share meeting notes with participants via email. Furthermore, you can include key meeting accomplishments, key summary, a link to a satisfaction feedback form, meeting recordings in your follow-up mail.
In addition, this mail could also identify each agenda item along with the employee’s name to avoid any confusion. You can also contact users that faced technical issues during the meeting. Check that every participant acknowledges the follow-up email.
Final thoughts :
Conducting a virtual meeting with participants from various locations can be nerve-wracking. However, if you prepare in advance and follow the tips we just discussed, you’re bound to captivate your audience and ensure everyone has an excellent online meeting experience.