With more and more employees working remotely, virtual meetings have become an essential part of doing business. However, the transition from in-person gatherings to video conferences has been challenging for some companies. For example, some struggle with technical problems or distractions during their online meetings.
In this blog post, we will offer tips to improve the quality of your company's virtual meetings.
1. Set a clear meeting agenda
Meetings take up time that could have been spent on finishing tasks, so before calling for one, ask yourself if your desired output can be achieved through other means like email. If you do need to have a meeting, send out the agenda in advance so everyone knows what will be discussed. The agenda should contain a list of topics and the objectives you want to accomplish. This will help keep the meeting on track and ensure that everyone is prepared.
Meetings take up time that could have been spent on finishing tasks, so before calling for one, ask yourself if your desired output can be achieved through other means like email.
2. Invite the right participants
If someone doesn't need to be part of the discussion, don't invite them to the meeting. Otherwise, you’ll prevent them from doing valuable work just to discuss matters that aren’t relevant to them. Plus, having more people in a virtual meeting increases the chances of distractions.
3. Have a camera-on policy
Require participants to turn on their cameras during meetings to ensure that you get everyone's full attention. Knowing that you can see them will also prevent them from doing other things during the meeting and becoming distracted.
Also, seeing the people you're talking to helps create personal connections among the attendees. It also makes it easier to see body language and other nonverbal cues.
4. Create ground rules
Before starting the meeting, take a few minutes to establish the ground rules with the participants. For example, you can ask everyone to mute their microphone when they are not speaking. This will minimize background noise and distractions. If the meeting is formal, such as one that includes your clients, require members of your staff employees who will be attending to follow a specific dress code.
5. Appoint a moderator
Keep your meetings from getting off track by appointing a moderator. The moderator will be responsible for keeping participants focused, giving people a chance to speak, and ensuring that all important points are documented. This ensures that meetings are kept on track and the meeting goals are met.
6. Start and end on time
Starting and ending on time keeps meetings concise and shows that you respect everyone’s time, so they won't hesitate to attend future meetings. Don't try to squeeze in another topic or continue talking just because there are still a few people on the call. If someone wants to continue the discussion, they can always reach out to you afterward.
If necessary, also consider everyone's time zones when setting the time of the meeting.
7. End with action items
Wrap up the meeting by reviewing what was discussed and identifying any action items. Assign someone to be responsible for each action item and set a deadline. By doing these, you can ensure that people will follow through with their respective responsibilities and that the company will be able to implement any agreements that were made during the meeting.
8. Have a virtual meeting postmortem
After the meeting, take some time to reflect on how the event went. Did everyone adhere to the ground rules? Was the meeting productive? By taking a step back and evaluating the meeting, you can make the necessary changes to improve future virtual meetings.
SpectrumWise offers top-of-the-line VoIP solutions that will improve your virtual meetings as well as streamline all your business communications. Schedule your consultation with us today.