If your business hasn’t started successful meetings through web conferencing, what are you waiting for? Is your Internet connection too unstable, is your sound system too scratchy, are you worried about privacy, have you simply not bothered to look into setting it up? These are all minor considerations that are easily solved and well worth the effort. In this blog post we take a closer look at what makes successful meetings via the Internet along with different etiquette points and behaviors to get you through your meetings.
Whether the policy makers are in different buildings, time zones, home sick or in the hospital with a broken leg from their skiing holiday, when you have something that needs everyone’s attention, you can get it with an online meeting. Time and money are the obvious savings. Traveling takes both. By the time someone has traveled across the country or continent you could have had successful meetings over the web and be moving forward. Not to mention airline tickets, hotel rooms and wear and tear on valued employees who would rather be home with their families.
What Makes a Successful Online Meeting?
In successful meetings decisions are made and actions are assigned. The most important thing to consider in an online meeting is that everyone who is needed to attend is indeed available. Ideas can be expressed for all to hear and feedback will be immediate. Documents can be shared and updated, slide presentations shown, brainstorming expressed and even differences resolved. No postponements or procrastination necessary – real-time online collaboration will save you further time, on top of the saved travel time, by addressing important issues there and then.
Etiquette for Successful Meetings
- Depending on how many attendees there are at your virtual meeting, you should always say your name before you start speaking. If everyone knows your voice, that’s fine, but don’t assume it.
- When others are speaking, mute your mic so that no irritating and impolite background noises interrupt someone else’s points.
- It is good if there is a webcam for the meeting and you should often make eye contact with the camera. If there is no webcam it’s nice to send a link to a photo of yourself to add a touch of personal contact.
- With audio calls sometimes there is an announce feature when someone exits or enters the call. You may want to disable this feature as it can be disruptive to speakers.
- As the meeting begins and all participants are ready and viewing the presenter’s desktop screen, start by opening (or have it already open – even better) a presentation file or slide show that gives the agenda or details everyone should know about the meeting.
Any other handy tips that you have come across to produce successful web meetings?