Online audio or video conferencing enables online meetings and remote participants. The obvious advantages include time and cost savings, in addition to the ability in getting things done faster. Material costs will also be non-existant. Meetings on the web can be held almost anywhere and requires very little equipment, as long as the connection is there.
Having meetings online does not, however, automatically convert into business productivity. Online meetings require careful preparation, and there are things to keep in mind that differ from traditional meetings.
1. Know Your Tools
Online meetings depend strongly on technology – that is why you have to know your tools in order to have a frictionless meeting. When choosing the right tools, keep in mind your audience and their ability to access the meeting. Inform the participants well ahead of the software and other technology required. Leave enough time for testing devices before the actual meeting.
To begin with, formulate a well thought out and simple agenda with goals and detailed schedule. Share all the materials you can in advance to save time and let everyone review what the meeting is all about. Next, send an invitation to the participants with relevant instructions.
» Read what Inc. has to say about conducting virtual meetings
2. Encourage Participation
Online interaction differs from the physical world. Even though you see and hear the others through video and audio, interpreting the non-verbal communication is not as easy as in a physical setting. Due to latency issues you will also have hard time finding the right moment to speak over someone, so turns need to be provided. Especially if there are many participants, you should pay attention that you speak to everyone individually and call each person by name to catch one’s attention. Take note that during video conferencing you should speak and move a little bit slower than normally due to delay in the connection.
» Read CBS News’ advice on virtual meetings.
If the meeting is long, have a break after each topic. Using interactive elements such as polls and dividing responsibilities to different people will make the meeting more interactive. Consider facilitating an online chat during the meeting. This keeps the discussion better in control and prevents the meeting from prolonging. People can ask questions through the chat without interrupting the session. In the end you could also host an open mike.
» About.com offers useful tips on how to encourage participation in web meetings.
3. Get Started Today
How can Meetin.gs help you with online meetings? Meetin.gs supports Skype for live meetings and offers a shared online meeting room for exchanging materials and agenda.
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