Thanks to the pandemic, video call usage for work is exponentially more common than in those heady, face-to-face days pre COVID-19. One recent report estimates the growth of video calls at 50%. We’d say that figure was rather conservative!
Zoom, Microsoft Teams and Google Meet are three of the most popular platforms used to conduct virtual meetings.
Different issues may arise while having virtual conferences, so checklists are essential to ensure that problems are avoided or addressed properly. You can divide your list into three parts. These are things to consider before, during, and after the virtual meeting. Doing these guarantees that you have covered and resolved work-related issues, concerns, and benefits.
We have compiled the things needed for a successful virtual meeting.
Should the meeting be virtual?
The very first thing to consider, is whether the meeting you have in mind can be satisfactorily accomplished over a video call. Any kind of conference can work well both personally and virtually, as can status updates and regular catch-ups. But meetings where the goal is to seal a deal, or to steer through complex decision-making, might be better conducted in-person for better engagement..
Find the most convenient time
When working with a remote workforce, some teams operate on a flexible working schedule. That said, you should be the one to decide what time the meeting will start. This should be a schedule that is favourable to the majority of the people attending – especially if attendees span time zones. The best way to ensure this is to propose a time to the team. You can book a schedule after finding one that works for you and your employees.
Find a quiet place
Since the virtual meeting is a good time to talk to your team, address concerns, and answer their questions, ensuring a conducive environment is important. Keep your work area quiet, ensure children and pets are in a different room, and eliminate any distractions to stay focused on the discussion.
Check your tech
Checking your gadgets such as laptops, cellphones, the Internet, and backup data should be done first. Prepare for all potential technical issues before the start of the meeting to prevent interruptions.
Set some house rules
Just like in-office meetings, virtual conferences should also have house rules to observe proper etiquette. Put the mic on mute and only turn it on if allowed to speak, use the chat box to interact with other participants, and turning the camera on to ensure actual participation are some of the standard house rules.
Present the agenda
You need to present the plan and the topics you need to talk about in the meeting. Be clear on what the discussion is all about. It would help if you also prepared a visual presentation to show to the participants. Graphics can help the participants get a clearer picture of what is being talked about.
Devote time for open discussions
Give your employees the time to speak up to let them feel that they are being heard. Remind them to utilise the chatbox to ask questions and concerns. Encourage your team members to raise any concerns, ask questions and present ideas that benefit the project.
Prepare a feedback form
Having a feedback form is highly recommended to improve subsequent virtual meetings. It will let you know the remote work-related struggles that each member is facing through the feedback form, so make sure to be holistic with the comments that you are asking from the participants.
Meetings are an essential part of every organisation. Through conferences, you will understand and figure out errors, oversee development, and learn of the changes in your business. Having a virtual meeting might be challenging, but it can also teach you how to be resourceful and resilient.