CONSIDERING the state of the coronavirus pandemic, the use of remote working tools such as web conferencing has become critical to business consistency.
It is rapidly changing the corporate world because, in day-to-day situations, video conferencing and virtual meetings can save travel time and improve efficiency. The impact of technology is now felt like never before.
Web conferencing software such as Adobe Connect frequently has time limits on free plans, which means that every wasted minute is valuable. When you can’t even read body language in a virtual meeting, it’s easier to speak out of turn. Because everyone is a recluse the rest of the day, small talk can consume half of the meeting.
This technology can range from free online software to professional cloud-based video calls. Whatever technology is used, it is critical to use video conference guiding principles to have a productive video conference, and here are the top 7 tips for effective video conferencing to improve productivity and assist your company in maintaining its momentum.
- Prepare a detailed agenda
A meeting with an ambiguous purpose can result in confusion and a waste of time. Do not hold an online meeting unless you have a clear agenda. Prepare a formal agenda with all of the problems to be discussed during the meeting, and solve them according to your company’s requirements to make things easier for everyone. Assign a role to each attendee. Send this agenda to your team at least 24 hours before the conference, and confirm that it was received by everyone. You can use Google Calendar to create an automated meeting reminder.
- Keep in mind the time zones
Considering how globalized the world has become, it is quite common to have attendees from various countries. Make sure to choose a time that works for everyone. It is critical to keep time frames in mind, especially when sending calendar invitations. Incorrect time zone selection will create confusion and harm conference productivity.
- Appoint a moderator for the meeting
A meeting without a moderator may depart from the agenda. By mentioning a moderator, you give that person authority over the proceedings. No one can talk without the permission of the moderator and enter the meeting. The moderator continues to keep everyone focused. This is especially important in online meetings, where issues with connectivity to the internet and video or audio quality can lead to misunderstandings.
- Organize your system ahead of time
We request that all attendees restart their laptops and computer systems at least 20 minutes before the meeting. Check that your microphone and camera are functioning properly, and that your meeting software can accommodate multiple participants. You can use a standard video conference service for one-on-one meetings. A specialized application, such as Zoom or Google Meet, is preferable for conferences with multiple participants. It can help you conduct much more professional online meetings.
- Ultimately, provide specific action items
Numerous meetings end with attendees making vague promises and assurances. It is the moderator’s responsibility to derive action items for the agenda points and obtain an acknowledgment from all participants. The main purpose is to create an action item, allocate it to someone or a group, and set a deadline. No action item can be effectively tracked unless these three things are present.
- Send meeting notes to the attendees
Send a brief description of the conference notes to the attendees after your online meeting concludes. List the action items for each agenda point, including the name of the person or group in charge of carrying them out. Request that all attendees confirm the invoice of the summary and understand it.
- Record the meeting
It is pretty much inevitable for people to miss conferences. What’s the best thing about remote meetings? You can record your attendees without feeling weird.
If someone is taking notes during the conference, have them keep track of the time as well. People will be able to skip ahead to the relevant information rather than have to watch the entire video.
It can be difficult to manage video conferences with people from different locations. But, online conferences can be an extremely effective way of connecting your firm’s stakeholders and employees while also saving you money on travel if you plan ahead of time and ensure that your conferences are well structured, moderated, and communicated.