The past year has proven that video conferencing is a powerful tool. Even when employees are confined to their homes, businesses were able to maintain their operations. Many companies were able to continue to sell their products or offer their services.
Through video conference calls, employees were able to continue to communicate and collaborate effectively and build strong relationships.
More importantly, video conferencing facilitates all these in a cost-efficient manner and reduces the company’s carbon footprint at the same time.
But even if virtual meetings offer plenty of benefits, organizing and hosting one can still be pretty intimidating, especially if it’s your first time to do so. that said, it is essential to follow some of the ground rules for virtual meetings.
Staying on Top of Your First Virtual Meeting
Using an all-in-one video conference system can make your job as an organizer and host of your first virtual meeting a lot easier.
The right tool allows you to set up meetings that are easy and convenient for all participants to join and communicate and collaborate with each other.
Attendees can also join anywhere using any device. Additionally, you can sync planned and spur-of-the-moment meetings with your company calendar system to ensure all participants are informed beforehand or in real-time and can attend the conference.
When you choose the right platform, you can also get access to a support team that can help with your video conferencing needs. Experienced technicians can guide you in setting up the system and organizing and hosting your first virtual meeting.
They can also take you through all the steps of using all the features until you are comfortable and confident handling all of them.
Once you have the right system and are familiar with using it, you can move on to these tips and hacks to have a successful first company-wide or team video conference call:
1. Make a program
Although a video conference is not as formal as an actual meeting, it still needs to flow smoothly from one part to another. Creating a program can help you achieve this.
An agenda also ensures you cover everything that needs to be tackled during the meeting within the given time.
Additionally, you can also ensure that the participants get the opportunity to engage in meaningful conversations when you have a program.
And once you have created the program, send it out to all the participants. By doing so, they will know in advance what will happen and what will be discussed during the video conference. They can then take up the other things with their colleagues before or after the meeting.
2. Send all important materials to the participants beforehand
Aside from the agenda, you will also do well to send the materials everyone will use during the meeting.
When the participants have time to read or study these materials, you help them prepare well for the conference. They will be well-informed and have the same level of knowledge, increasing the chances that you will have a productive meeting within the given time.
Well-prepared participants are also more likely to stay focused throughout the virtual meeting.
3. Take note of the different time zones
If you have remote workers from various parts of the world, you need to consider all the time zones. You have to choose the best time when all the employees are still alert and available for the next hours or so.
It is also important that you stick to the time you allotted for the meeting. An extension of even half an hour may mean an employee will sleep later than usual or fail to prepare dinner for their family.
It is, therefore, crucial that you know the different time zones of your participants and choose one that will work well for everyone before setting the time of your conference.
4. Include activities that will liven up the meeting
Although it can be challenging to lead different activities, including them at the right parts of the meeting can liven things up and keep them attentive.
Consider starting the video conference with an icebreaker to help everyone warm up to each other. This will also help re-tune their focus to the present.
If you planned a long meeting, you would do well to include different types of activities. Add one or two videos, lead some games, and allot time for brainstorming.
All these will make the conference more interesting.
5. Prepare all the materials you need beforehand
Make sure all the items you will need for the meeting are on your table or within reach. These include pen and paper, bottled water, a box of tissues, and the materials you need for the meeting.
If you need to print out a copy of the program and some reading materials, do this before the conference starts.
Also, ensure your laptop or computer is fully charged in advance and you have an outlet you can use to charge it when the battery is running low.
6. Think about your comfort
As the organizer and host, you have several things to do throughout the meeting. You can ease into your different roles and have an easier time doing your job if you are comfortable in your workspace.
Use an ergonomic or comfy desk chair and adjust your table height to help you maintain a good posture during the conference.
Additionally, set up a second monitor so you can stay engaged with the video meeting while accessing other documents that you need during the discussions and other activities.
7. Prepare your background
Whether the virtual conference will be broadcasted on an LED transparent display for employees staying in one venue to watch, or all participants are in their own homes, you need to have an appropriate background.
Keep in mind that the attendees will be able to see whatever is in view of your camera. Since you are hosting an official company meeting, avoid displaying personal items and anything that could be distracting.
If you want to look professional, create a background that is simple and neat. Although they look simple, a plain wall or an organized bookshelf will do well for your virtual meeting.
Make sure your desk is also clean and tidy.
8. Look your best
Since all eyes are on you whenever you speak, you need to look your best, or at the very least, presentable during the meeting.
To look professional, put on a blazer over your top or wear a button-down shirt. Prepare your outfit in advance so that you don’t end up grabbing a random item from your laundry pile or anything that you can pull out of your wardrobe.
Also, fix your hair in a neat, tidy style so that you can avoid the temptation of touching and arranging it while looking at yourself on camera during the virtual conference.
9. Ensure you have a stable Internet connection
All the work you put into planning and preparing for the video conference will go down the drain if you don’t have a good Internet connection during the meeting.
The most critical part of video conferencing is having a stable, fast Internet connection. If your connection is slow, you will experience visual disruptions and inconsistent audio, all of which will affect the meeting.
If possible, use a LAN cable during your virtual meeting. Doing so can help guarantee that you have a stable Internet connection for the next hour or so.
Some bonus tips: Set ground rules for the meeting. Inform the participants that they need to mute their microphones when they don’t need to say anything and that multitasking on other browsers during the meeting is not allowed.
Lastly, make sure you have contingency plans. You should know what to do if your Internet connection becomes unexpectedly slow or if you need to attend to an emergency.
All these tips will help ensure you have a productive first virtual conference.
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