How to make virtual meetings effective

The world is better connected. Many companies have oversea offices as they need the market shares all over the world. Transportation costs and travel hassles make virtual meetings ideal options for companies. The development of technology makes it possible today.

However, as we are just beginning, there is some problems occur such as connection crash. So how we can make virtual meetings more effective?

Before the Meeting

• Make small meetings: no more than twelve
• Keep the same people in small groups for every time: build community can make people feel more comfortable to share ideas and thoughts.
• Contact attendees before the meeting makes connection start earlier.
• Create photos groups to show the attendees of the group

At the Beginning of a Virtual Meeting

• Have the photos on the webinar screen: ask attendees to set
• Always begin speak with notifying names. e.g.: “This is Jim, I agree that…”
• Provide time for check in at the beginning. Check everyone’s voices and a friendly atmosphere.
• Respect the time: don’t call early or late

During a Virtual Meeting

• More than informing: don’t just share slides. Different goals for virtual meetings: Problems solve, Make decisions, Generate ideas
• Make it more feasible: virtual meeting is not a good occasion to do presentations
• Send an article or report ahead for discussion topic.
• Keep the presentation short if you really need one.
• Keep a list of participants and check the names when someone speaks.

Near the Meeting End

• Create a “to-do list” during the meeting and read it before the meeting ends.
• Check with each member: what they gain and tasks they need to do after the meeting

After the Meeting

• Summarize the call and send everyone the meeting minute.
• Send the to-do list to everyone.

Source:

Dixon, N. (2012). Tips for Making Virtual Meetings Effective. Retrieved from

http://www.nancydixonblog.com/2012/02/tips-for-making-virtual-meetings-effective.html