Online meet-ups now became quite a common part of the corporate world. From general meetings with company heads on work progress to client’s inclinations towards offering a project to the company, everything can now be scheduled to discuss on a web conference meeting instead of traveling far.
But are you facing problems in conducting one successfully? If you are facing problems like miscommunication, disruptions during the discussion, failure in pre-planning etc., then you are the right place. For a smooth flow in your upcoming online meeting, stay focused on your game plan and put the below-stated tips in action.
With different online meeting software packages in the market, the choice lies in the hands of the client on which to choose. Ensure that the software you choose to conduct the online meeting has additional features like G suite, possible integrations and more to present your company in full potential.
Before fixating for a particular software experiment on different tools the software is offering. Go for some free trial runs and subscribe for the best one. As for the budget criteria, think about all the travel expenses and calls to attend you would have invested without the web conferencing.
Be Clear With Your Agenda:
People these days give a great value to time and if you squander their time on nonsensical topics you face the chance of losing potential investors. Whether it is going to be a meet-up with a company to finalize the dealings or discussion with teams on projects working in remote areas? A clear agenda on the meet-up to take place gives your colleagues time to prepare according to the stated plan. Mark the date on Google Calendar for automated alerts and send emails to respective people about the agenda. Stating your agenda ahead gives a real-time board meeting experience besides enhancing it through your virtual presentation.
Agenda cut downs the extra time and helps to conclude the work progress of each team in different geographical locations with proper acknowledgement. Vague answers and chances of miscommunication can be progressively reduced. You can hire an influencer to make everyone stay focused on action points and boost productivity by reaching understanding on them.
Preparations for the conference in advance, limiting the time for each topic, being on track, cardinal rules to follow increases the productivity, ending the conference within the time limit.
Give your full attention to the attendees and maintain eye contact during the meeting. If it is not going to be a one-on-one meeting better go for a formal dress code. Switch off your smart phone and turn off notifications on the laptop to avoid distracting pop-up sounds when the meeting is going on.
Go for a well-lit room to conduct the online conference and opt to headphones for clear audio to proceed with accurate communication. Speak clearly and give them time to respond since the video conferencing is a bit slow paced compared to real-time meetings.
Assign Designations Afore Meeting:
Assign proper designations to each employee to not feel stranded amid the discussion between both parties. Divide the roles like note-taking, to run the surveys, to answer the chat session, to byplay videos and slides to carry out a smooth presentation in the allotted time. Pre-conference trails to check the data connection, video and audio quality afore the conference.
Throughout the session be courteous, but make your stand by sticking to the key points needed to be amended. Employees with assigned roles support you when you need to make a detailed approach.
Be Mindful of Distractions Running Off track:
It is common in any meet-up sometimes to move off track. Detect such loopholes immediately steering the discussion to the original topic. And be polite during this transition.
Take Input of Everyone:
Encourage brainstorming during employee meet-ups and take everyone’s opinion into consideration. But while you are interacting with a client allow breaks in between to determine the progress of your agenda and the input of your co-workers on the further procession. And one more thing don’t forget to pause the web conference or mute it when you discuss the project with your own team giving no leeway to the other party.
Go for Follow-Up at the End of the Meeting:
Once you concluded the meeting successfully do a follow up with notes and remarks you received on the meeting. Make an action plan with standard deadlines, forward the email to your colleagues on the agreed work progress. A brief summary of the projects and deadlines is enough to remise the moments in the meeting. Encourage them to give feedback on whether the meeting met the key factors the agenda of the day.