Virtual meetings are quick to arrange, allow the most relevant members to dial in from wherever they are, and are often quite inexpensive. However, getting meetings right can be difficult. To succeed with virtual meetings, you need to approach them differently from traditional in-person meetings.
There are dozens of tools that can help you run an online meeting more efficiently. Figure out which one to use for your remote meeting.
Consider the key functionality you will need to make the meeting successful. For example, if you are pitching a new product, you may want to see the facial reaction of the people attending the meeting. In such a case, a video conferencing tool will be essential. If you want the team members to collaborate on writing sometime, Google Docs will be handy.
Do not start any bandwidth-intensive activities just before, or during, a virtual meeting (on Zoom or any other tool) on your device — and as much as possible on various computers and devices that share your Internet connection — avoid:
Communicate with your meeting host. If the best internet connection you have for Zoom is a slow one, such as a poor cellular data link, please let the person or people running your session know ahead of time. The easiest way to deal with the limited bandwidth of the internet is to ask the admin to send the recording and then transcribe it using a professional transcription services provider.
Your remote meeting needs an agenda. If possible, set the agenda beforehand and let the meeting attendees know so that they can review it and brainstorm before the meeting starts.
Cover the following in the agenda:
Everyone attending the meeting should have clear expectations about what they are going to do.
Ground rules help to ensure order in a virtual meeting as they guide how people should behave. Make a list of ground rules for the meeting. For example, you can require attendees to log into the meeting five minutes earlier to check that their audio and video applications are working.
Other ground rules you can establish include:
Remember, a virtual meeting is just like an in-person meeting. People want to be heard, respected, and seen. Therefore, practice common courtesy.
Make sure everyone attending the meeting is engaged from the beginning to the end. Here is a simple tip: allow for casual conversations before the start of the meeting. Check up with the members and ask them to introduce themselves. You can also assign the members a job so that they feel they are part of the meeting.
For a meeting to be effective, all participants should have clear objectives when it ends. In particular, make sure the following are clear:
If you were the host, follow up with the participants to find out how the meeting went. You can do this through one-on-one face conversations or by asking participants to fill an anonymous feedback survey. The information you get will help you know what to do to make future meetings even more successful. Also, remember to send transcripts of the meeting to the attendees. You may get the transcripts prepared using business transcription services that do meeting transcription.
You will have to take the following steps to transcribe the Zoom meeting:
Running an efficient virtual meeting can seem difficult. However, it doesn’t have to be. Following the seven tips above will ensure you end up with a successful virtual meeting.