Preparing for an Effective Virtual Meeting

The demand for virtual meetings increased as the coronavirus (COVID-19) pandemic closed offices, introduced social distancing and halted business travel. As the COVID-19 threat shifts and offices reopen, virtual meetings will continue to be a viable way to conduct business with employees, customers and other stakeholders. Virtual meetings require more planning than in-person meetings to be effective. To ensure a successful and productive virtual meeting, keep in mind the following steps before the meeting even begins:

• Choose the technology—There are many web and videoconferencing platforms available, so find the right software and features to support your business. Choose one platform and stick to it. After attendees download the platform once, it’ll be easier to join meetings later.

• Create an agenda—Attendees may have a full calendar, so be clear on the purpose of the meeting and provide a timed agenda with topics and assigned facilitators. This will help invitees decide their attendance if they have multiple meetings at the same time. Share this pre-work at least 48 hours in advance.

• Establish ground rules—It might be helpful to have an agreed way of working, such as stating your name before talking or muting when not speaking. This helps keep the meeting efficient and remove distractions.

  • Test the technology—It’s important to join the meeting at least five minutes early to test your connection, microphone and video.

• Look professional—If using video, present yourself with appropriate grooming, hygiene and attire. That means mirroring what you would wear in person and keeping in mind whether it’s an internal or external meeting.

When it comes to virtual meetings, it’s crucial to invest in preparedness. Setting expectations beforehand can go a long way and positively impact a meeting’s effectiveness.

Source: HR360