Now that virtual meetings are a very common tool used in businesses today, it is important to understand that although they can be a great resource, there can be technical issues. Issues such as interruptions, burnout, and many other things that can disrupt your company from having successful meetings online. Here are some of the top ways that your company can make virtual meetings work well for your business.
1. Preparation
Whether meeting with a hybrid environment of local and remote participants or purely virtually, prepare for your meeting ahead of time. Provide attendees with clear expectations, the style of the meeting, and let them know who will be in attendance. Although meeting agendas have always been important, they are definitely crucial for virtual meetings so that everyone is clear on the objectives and your meeting doesn’t go off course.
2. Correct setup
Ensure that you have a great space planned for your meeting that will minimize outside interruptions. Locate a meeting room ahead of time so that the space doesn’t get overbooked. It is best to also check the sound quality and to make sure that your meeting space will work for remote attendees to be able to easily hear.
3. Determine meeting etiquette
Establish meeting etiquette with attendees from ensuring that their mobile devices are silenced to muting their microphones when they are not speaking. It is recommended to ask participants to get comfortable ahead of time with the meeting platform and make sure that they are at ease with the technology that will be used. This will help avoid situations where you have to assist attendees with using the meeting platform or other technology during the meeting.
4. Implement the right technology
As you are choosing technology, make sure you are asking yourself what will best fit your needs and help your business be successful with virtual meetings.
5. Meeting fatigue
Fatigue can occur from having too many gatherings on the calendar to spending too much time in virtual meetings. Studies have shown that 90 minutes is often the limit we have to concentrate, so it is recommended to keep meetings at the appropriate length and to not schedule them unnecessarily.
Overall, it is essential that you purchase the right technology, communicate meeting expectations to participants, and prepare in order to hold a successful meeting in your workplace.
