R
emote work and remote employees are a growing trend in today’s world. The entire concept of remote work is a win-win situation for both employers and employees. Irrespective of how people work, meetings are an integral part of their functioning.
Virtual meetings may be a little tricky if you do not know how to go about them. If you are among those who have just started this technology, the paraphernalia of a virtual set up may seem intimidating and unnerving.
Some of the stumbling blocks to neophytes are what platform to use, how to keep background noise in check, how to prepare and conduct a meeting.
So, how does one ace the art of virtual meetings? How can you make your virtual meeting a productive engagement rather than a mash-up of voices? This blog gives a few smart tips that can help you ace your next virtual meeting.
Virtual meeting guide
- Select the right platform: The meeting platform that you select plays a pivotal role in determining the success or failure of your meeting. Choose a platform after ascertaining that it has the features that you need. Airmeet is one such platform that is ideal for team meetings.
With features like high security, no download, screen sharing, and other immersive interactive aspects, Airmeet is the perfect partner for your meetings. It has features to suit all needs, whether you are hosting a stand-up meeting for a small team or a big all-hands meeting.
Read “Airmeet vs. Zoom”
Read “Airmeet vs. Hopin” - Set ground rules: As with physical meetings, having ground rules for online meetings is always beneficial. You could request all participants to log in five minutes before the actual meeting to check their audio and video settings.
This scenario can avoid glitches during the meeting. Other rules could include muting their audio when not speaking. It helps in reducing background noise, which can be distracting. - Choose video calls: When teams work remotely, video calls are always helpful. Seeing your team member’s face can give you the feel of being in an in-person meeting. So, as far as possible, opt for video calls.
- Casual conversation: Starting the meeting with a casual conversation will go a long way in settling your team. Spend a few minutes catching up on your lives or the recent events in another part of the world. Members are sure to feel connected with this simple gesture.
- Meeting etiquettes: Certain meeting etiquettes are non-negotiable. These include keeping the phone on silent, not checking emails and messages, to stay seated through the meeting and to be dressed appropriately. Following these simple etiquettes will ensure a smooth meeting without any distractions.
- Keep the presentation short: If you have a presentation to make, keep it short and simple. Also, avoid a text-heavy presentation. Adding visuals, charts, and graphs will keep your audience more engaged.
- Include all team members: Another important responsibility of a manager is to imbibe an inclusive culture. Ensure that all team members are included in a meeting and get a chance to talk and share their views. It would help if you watched out, especially for the introverts who may not speak out unless asked. Be the inclusive manager and make sure everyone gets a chance to contribute.
- Setting deliverables: A meeting is meaningless unless its goal is achieved, and you can chart the next course of action. Before the meeting concludes, ensure that each team member has his next set of deliverables mapped.
- Meeting summary: It is advantageous to have one or two team members taking notes of the meeting. You can request them to send out a summary to all attendees after the meeting. It will ensure that all members are on the same page.
- Be well prepared: Pre-preparation for a virtual meeting entails more than just your PowerPoint and discussion points. As a manager, you will have to think of ways to keep the meeting on track.
Make a Plan-B in case many of your team members have technical issues. Keep in mind the meeting agenda and the time zone of team members too. These points may seem trivial but are essential to conducting a successful virtual meeting.
Quick Do’s and Dont’s
Do’s for a virtual meeting
Dont’s for a virtual meeting
Be courteous
Don’t be too loud
Speak clearly
Don’t interrupt other speakers
Maintain eye contact
Don’t wear noisy accessories
Dress appropriately
Don’t have a meeting with a cluttered background
Include all members
Don’t eat during the meeting
Send a meeting schedule in advance
Don’t forget to check your camera and microphone before the meeting
"One of the secret benefits of using remote workers is that the work itself becomes the yardstick to judge someone’s performance. "
– Jason Fried
One of the secret benefits of using remote workers is that the work itself becomes the yardstick to judge someone’s performance.
Conclusion
The tips mentioned above are bound to help you have a productive and glitch-free meeting. However, one never knows what issues may crop up at the last minute. Do not panic, and keep your composure. Most problems have a solution. By thinking creatively and, planning, you can overcome any of them!
