Online meetings can be a great way to save on travel costs and eliminate the need for employees to drive in from remote locations. However, it is important to follow meeting etiquette to ensure that they are effective and productive.
Nothing derails a virtual meeting faster than a technological snafu. Be sure to test your technology before the meeting and encourage attendees to do the same.
Screen-sharing
Screen-sharing allows remote team members to better understand each other and collaborate during online meetings. The tool can also reduce confusion, take the guesswork out of projects and make meetings faster and more effective.
The screen-sharing function is often included in a variety of applications and services, from video conferencing software to remote access apps. Some tools, like Slack, use screen sharing as their primary feature and offer participants the ability to chat with each other and the host while a meeting is in progress.
Other tools, such as Show My PC and Screenleap, are focused solely on remote desktop sharing and provide participants with options to share an entire screen or individual application windows. Some tools even let participants co-control shared apps and windows for collaborative project work.
Audio
Online meetings allow people to connect with each other from different locations. They can also be used by businesses to relay information to clients, or for teletherapy sessions. They can be as simple as audio conferencing, or as complex as video conferences.
In addition to the standard audio/visual display, a good virtual meeting platform will have a running chat panel where attendees can share thoughts without interrupting the speaker. This will help to prevent miscommunications in the meeting. A good platform will also record the meeting, so participants who are absent or on leave can catch up on the discussion.
Some of the best virtual meeting software include Skype and Slack. Both have low cost and are easy to use. However, these platforms can have problems with audio/visual display and buffering delays.
Video
A virtual meeting can be conducted using video conferencing or screen-sharing. It allows participants to see the face of their fellow team members, which helps to build trust and increase productivity. It is an ideal tool for businesses and non-profit organizations that need to communicate with customers or supporters from multiple locations.
To ensure a successful online meeting, it is important to plan the event beforehand. It is also crucial to create a list of meeting etiquettes and share it with the attendees. Additionally, make sure to have a strong internet connection, as the software can be prone to interruptions and technical issues. For a more secure meeting, choose one with end-to-end encryption. This will ensure that your meetings are private and safe.
Meeting etiquette
It’s natural for conversation to veer off course during virtual meetings, but it’s important to stay on track and respect the meeting organizer’s time. If additional topics arise, ask if they can be discussed outside of the scheduled meeting and agree on a specific time.
Avoid distractions during the meeting by closing other applications, silencing your phone, and removing any notifications that aren’t relevant to the call. Sit upright instead of slouching, as this sends a message that you’re disinterested or tired of the discussion.
Be punctual for the meeting and log in a few minutes ahead of time. Arriving late reflects unprofessionalism and lack of respect for others’ time. It also detracts from the effectiveness of the meeting. Make sure you’re ready to start the call by checking your work and meeting notes in advance.
Technology
With more employees working remotely or in a hybrid work arrangement, companies are looking to online meeting software to facilitate communication and collaboration. The best tools are efficient, customizable, and easy to use.
Many online meeting tools have a running chat panel that allows participants to add thoughts and comments without interrupting the speaker. Some also have a hand-raising feature that makes it easier to signal to other attendees that you’re ready to speak.
Another type of online meeting is a webinar. Think of it as a digital iteration of an industry conference where speakers present information while attendees listen and take notes. These events are often used by remote teams to discuss business strategy, marketing plans, etc. Using the right technology for virtual meetings can make these events even more engaging and effective.