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12 Steps to a Successful
Virtual Meeting

Companies are still coming to terms with the long-term effects the Covid pandemic will have on return to work restrictions and remote work arrangements. There is a distinct possibility that in-person meetings with teams, customers, or suppliers may be canceled for weeks — or potentially months, which increases the need for effective remote meetings.

 

Under the best of circumstances, as soon as one or two attendees “dial in” to any meeting, productivity starts to suffer. But it doesn’t have to be this way. By using basic meeting best practices and easy-to-use, inexpensive technology, virtual meetings can be an effective tool for training, brainstorming, and team building.

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Perfecting Your Virtual Meeting

  1. Use video conferencing rather than traditional conference dial-ins to make people feel like they’re all at the “same” meeting,

  2. Always provide an audio dial-in option. Video conferencing can work very well, but it relies on a strong internet connection that may not always be available.

  3. Test the technology ahead of time. Nothing kills momentum at the start of a meeting like a 15-minute delay because people need to download software.

  4. Make sure faces are visible. Video conferences are more effective when people can see each others facial expressions and body language.

  5. Stick to meeting basics. Prior to the conversation, set clear objectives, and send a pre-read if appropriate.

  6. Minimize presentation length and make a change in content every 10 minutes.

  7. Assign a facilitator. This allows you to focus on moderating the meeting.

  8. Start with an icebreaker.

  9. Call on people to ensure everyone participates.

  10. Capture real-time feedback through chats, polling and white boarding.

  11. Practice before the meeting and debrief when the meeting concludes.

  12. Hire a professional event planner to ease the transition process.

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