Virtual meetings are becoming the new normal for working professionals and students. Compared to face-to-face meetings, it is drastically different than what we’re used to. Despite its flexibility in terms of location, there definitely are challenges to be faced especially for those who are not as technologically savvy.
Here are some of the tips for you to have an effective virtual meeting with your staff and colleagues.
1. Choose wisely
There are many virtual meeting platforms out there to choose from such as Zoom, Google Meet, Skype and many more. Some are free to use with basic features while others require monthly subscription for longer meetings as well as to unlock other features.
For quality calls, try investing in paid platforms that provide HD videos as well as clearer audio. This is to avoid misinformation and for leaving no man behind. However, it is also important to choose ones with simpler and less complex UI to cater to the staff that are less technologically savvy.
2. Invite and Schedule
Plan in advance and agree on a specific time. With virtual meetings, you can set it up in advance and simply invite your attendees by sending them the link that will direct them straight to the meeting. You don’t have to worry about location or whether there is enough refreshments for everyone.
Also, be sure to remind them of the meeting a few hours prior to ensure high attendance.
3. Virtual ice-breaker and check-in
A great meeting starts with an ice-breaker to ease attendees into the situation smoothly. Ice breaking segment is important to create a positive atmosphere. It doesn’t have to be any outlandish activities. A simple greeting and asking everyone how they are doing should be enough.
With the physical barrier already in place, this will help break down social and emotional barriers to motivate them to listen and speak out their opinion regarding the matter discussed.
For leaders, it is important to acknowledge everyone’s presence in the room, especially for the newly initiated. It might be daunting for some, jumping into a new company and being in the meeting.