If you want to run a successful virtual meeting, you need to be prepared. The more prepared you are, the better your virtual meetings will run.
The best way to start is by having a clear agenda for the meeting and a virtual meeting checklist so everyone knows what’s expected of them. You should also make sure that everyone gets an opportunity to talk during the meeting and that all of their questions get answered before it ends. We recommend you consider investing in the meeting management software so that you can easily organize the meetings and take your business to the next level.
You can organize these things using Google Calendar or another online calendar platform like Trello or Asana where everyone in your company can access them easily from any device (iPad, laptop, etc.). Here, we have discussed various tips to organize virtual meetings for attaining objectives.
Use The Right Tools
Pick a tool that is easy to use and accessible across multiple devices. You don’t want your team members wasting time trying to figure out how to use the program, or worse, not using it at all because they can’t get the hang of it. The best choice is one that everyone in the group has access to—either because it’s free or because there is an easy way for each person in your company to sign up for his or her account. That way, everyone will be on equal footing when it comes time to organize a meeting and its tools will feel familiar (or at least less intimidating) from start to finish. Some options include Google Hangouts, Skype (for video calls), Slack (for text-based chat), Zoom (for video calls), or even Facebook Messenger (if you want a group chat).
Have A Clear Agenda
As the organizer of the meeting, it’s your responsibility to ensure that everyone knows what they’re supposed to be doing and when they’re supposed to do it. This means setting clear goals and expectations for each meeting and ensuring that all participants are on the same page. If a virtual meeting is going to require an agenda, then make sure you create one—and make sure it includes everything you want to be covered during the event.
A good way to do the virtual meetings is by utilizing a pre-meeting survey beforehand that collects data from attendees about what they’d like discussed in detail during the session. This way, you can tailor your agenda based on what information people have requested from you. Additionally, providing copies of this agenda ahead of time allows everyone involved time to review its contents before actually sitting down at their computers (or phones).
Be Aware Of Time Zone Differences
Time zones can be a problem when you’re scheduling virtual meetings, so it’s best to keep these in mind as you plan your meeting. If some of your participants are located in different time zones than you, they may not be able to join the meeting on time. They may also have trouble finding a time that suits them if their schedules don’t match up with yours—especially if they have different work hours than what’s typical for where you live. Make sure everyone knows how long it takes for other people around the world (or just across town) to get ready before starting the meeting!
Assign Roles And Responsibilities
We recommend you set the meeting agenda and assign roles to the team member. Assemble a team of people to run your meeting, and assign them roles. The moderator will oversee the discussion and prompt participants to share their thoughts. The note taker should take notes on what is being discussed to keep track of where the conversation has gone. This person can also be responsible for transcribing any key points that come out of the meeting so it’s easy to refer back later if needed.
The timekeeper keeps tabs on how long each speaker has been talking, making sure all voices are heard equally during discussions, and helps make sure that everyone stays on schedule throughout the meeting (if there is an agenda).
The tech person or facilitator manages screen sharing programs like Zoom or Google Hangouts, allowing attendees from different locations all over the world to participate in the same virtual meeting simultaneously. Finally, you’ll need at least one speaker who represents your company or organization at large—this might be you!
Focus On Listening And Participation
In a virtual meeting, you will be the host of the conversation. This means that you will have to listen to what other participants are saying and ensure that everyone’s opinions are heard. Listening helps build rapport and trust, which can make it easier for others to open up during group discussions. It also allows members of your team or project team who may not be as comfortable speaking up in person to feel more comfortable sharing their thoughts online. By listening attentively, you allow those participating in your virtual conference call or webinar room discussion time when they need it most: When they make suggestions or express their opinions on a topic at hand.
If there is one thing that all leaders should learn how to do well, it’s to listen well; active listening skills will help build positive relationships between colleagues and employees alike by fostering trust within organizations—and without trust among workers there can be no productivity!