With major companies having established several different branches in various localities, cities and countries, online meetings have become an important part of every business organization. Considering the recent state of crisis leading to lockdown in several countries to stop the spread of Coronavirus or Covid 19, digital technology and virtual meetings have begun to play a crucial role in upholding the work of any big firm or establishment.
However, despite the availability of good communication and technological advancements, complications may arise in holding a good online meeting. It could occur due to various reasons, ranging from technical difficulties to connectivity problems to lack of structural discussions or proper organization. So to help you conduct a more effective, efficient and productive online meeting with your colleagues, here are 5 ways to make your work-life better and easier.
Check all your systems in advance
While you may be confident, it is always better to check all your systems and devices (like the camera, microphone etc.) in advance. There can be various technical difficulties that you may not be aware of until it emerges in between your meeting. Ask all the participants to restart their computers half an hour prior to the meeting to avoid any discrepancies during the meeting and to make sure you and your fellow colleagues are in sync and on the same page.
While you may think online meetings are different from face-to-face meetings, you are absolutely mistaken. Being in a virtual frame makes you all the more noticeable. This demands you to be presentable at all times. Make sure to greet people and have an engaging attitude. Keep a calm effect and present yourself in a friendly tone that will make them respond in a similar manner.
Have a clear and structured agenda
Never start a meeting without a clear and structured plan. A meeting is held in order to reach a conclusion and to facilitate decision-making. If you fail to provide a basic structure and a clear explanation to your presentation, it may turn out to be a disaster and will only be a waste of everybody’s time. Prepare an agenda and mail it to all the participants well in advance of the meeting to reach maximum efficiency.
Do not shy away from the camera
Eye contact is a must in any form of meeting. While you may be camera-conscious, you must never appear distracted or conscious. Engagement is also a basic necessity in all online meetings. It is what determines your dedication and commitment. Make sure you place your camera at a good and favourable angle where all the participants can see you.
Make room for interactions and feedbacks
While a face-to-face meeting may be more interactive and more prone to better feedbacks, in a virtual meeting, you must make space for such interactions. You must engage with every participant and refer to them by their names to ensure their responses in return. Also, you can create public chat spaces where people can keep feeding their reviews, which you can look up later.
Conclude on a clear note
Make sure you conclude the meeting on a high note. While many would either get distracted or pay little heed to the discussions during an online meeting, it is crucial you present a clear and summarized account of the meeting to all participants in the end. This will leave an effective and lasting impression of you on the minds of your colleagues.