Running virtual meetings is nothing new as the internet and VoIP systems made virtual meetings feasible. In recent years, technology improved dramatically, and many businesses moved towards virtual meetings. The technology and the need sped things up so much that several people find themselves running sessions via Zoom and other systems for the first time. Here are some insights into how to run a virtual meeting effectively.
Study the Technology
Learn as much as you can about the software and technology necessary to run these meetings. Understanding all the principles required for putting a good session together is one thing. Being able to pull the discussion off in front of a camera and delivering it via video stream represents something else. Struggling with the technology or not knowing how to use it effectively creates problems. So, learn the technology.
Practice the Meetings
Familiarity could come from performing a "test run" with the programs. Then again, even recording yourself speaking to a webcam might help with smoothing out the rough edges. Why not sign up for a free video moderation trial to see how such meetings work? Get as much experience as possible and avoid going into the actual meeting cold.
Be Somewhat of an Entertainer
Among the most boring videos are those featuring little more than droning hosts who barely move. Work on coming alive on the video. Doing so could even make the meeting somewhat entertaining. No one must be outrageous or cartoonish, but showing some life and enthusiasm often proves essential.
Avoid the Idea the Meeting Involves Monologues
While you run the meeting, it may be wise not to monopolize the event. Others might have questions or wish to put forth insights. Being a "good listener" appears repeated so frequently that people may forget its importance. Active listening remains a vital communication skill, and it translates to virtual meetings.
Utilize Visuals
Visual display items could play an essential role in a traditional meeting, so why wouldn't they work in a virtual one? A flow or pie chart at a meeting gives tangible illustrations about points made. With virtual meetings, you might have special effects or graphics features to create more dynamic ones. Even if you don't have effects, try to switch the camera to graphics at your meeting place. Such steps keep things from looking dull visually.
And be sure all practice sessions feature properly framed shots. Cutting to an awkward-looking shot may be jarring.
Organize the Meeting
Going into a virtual meeting and winging it might ruin the proceedings. Take the necessary time to prepare for the meeting while ensuring the most organized meeting possibly takes place. Keep notes nearby to increase the chances to cover all the crucial points. Be sure to keep track of time. Rushing to close the meeting could end things on a weak note.
Virtual meetings may cut costs and improve efficiency. Managers do need to know how to run these online meetings properly to maximize the benefits.