Online meetings are becoming the lifeblood of businesses around the globe.
So if you’ve have teams all over the country or throughout the continents and regularly resort to using technology for everything—from regular company updates to debating changes or adjustments in a project—then you’ll need to make sure your online meetings are a success.
Take a long look at some of the best Dos and Don’ts of online meetings. This will come in handy for you, especially if you’re new to the use of the technology:
Do: Pick the right room
Just because you’re doing an online meetup doesn’t mean location isn’t important. The right location matters. If there’s constant foot traffic behind or around you, that could easily distract people on the other side of the camera.
It can also distract you and keep your mind off the agenda. If you and the rest of the team need to focus on the discussion, then you should pick the right room.
That includes checking the size if it’s large enough for everyone, especially if you’ve got a group of 10 people or more. If it’s too crowded, participants can easily lose interest.
Your meeting could go nowhere. Don’t want that to happen? Then get the room with the right maximum capacity to match your team, says Reliable Plant.
Don’t: Pick any system
Efficiency is an important factor to consider. So don’t just opt for any of the video systems and tools that come along. Go with trusted names in the industry.
That should help you eliminate any nagging doubts and worries about the efficiency of the product. With the addition of the huddle video conferencing system from BlueJeans to the roster of products you can consider, you can take advantage of a pretty good deal.
It makes it easy to set up online meetings. No need to worry about dial-in hassles or poor connection. The system is proof that low-cost quality solutions exist and that you don’t have to pay a fortune to enjoy them.
Do: Fix the lighting
Poor lighting can hurt your visuals, says Small Business. If you and your offsite team are deliberating on some things or trying to discuss changes in a project, it can be hard to do all that with poor lighting.
So make sure you check the lighting in the room if it’s sufficient for your online meetings. You wouldn’t want your team to work in the dark, literally.
Don’t: Not changing the camera angle
A lot of employees go to the trouble to fix the lighting but forget all about the camera. Cameras need to be positioned in just the right way as well.
If it’s too low, it could provide the rest of your team with a distracting view of your chin or neck and if it’s too high, it could end up giving them more than a peek down your blouse or shirt.
Neither is going to help you if you want to keep things on a professional keel. So play with the camera. Explore the different angles until you find the right one.
Do: Plan ahead
No matter how much you plan, the universe will still throw curveballs at you. The good news is, if you’re prepared, then you can easily take whatever comes your way, go with the flow and still run that meeting to easily cross off all the points on your list.
That’s because preparation helps you stay on your toes. That’s one of the best tips you should keep in mind. Always prepare, says Mobile Village.
It’ll serve you well in business. If you have a reputation for being prepared, people are more likely to trust your business and company.
Don’t: Not using the technology right
Being prepared doesn’t just mean you know what you’re going to say. It doesn’t just mean the right skills to facilitate the meeting. It also covers your skills with the technology.
There’s nothing worse than lag times in video meetings, taking forever to find an app or program or not knowing how to manipulate the screen or share a document or video clip.
Be technically proficient in the video conferencing tool you’re using as well. If you don’t, you could end up wasting a lot of time just trying to find your way through the controls.
That doesn’t exactly leave a good impression on your clients or team. If you want to impress your team, make sure you master the tools. It’s going to make everything so much more efficient and leave the impression that you’re firmly in control of things.
So make sure you know the dos and don’ts of online business meetings. That way, you’ll know just what to do—and not—to successfully pull off every single one of those meetings.
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