Virtual meetings face the same issues that in-person meetings face but they are also subject to distractions and technological obstacles. You can still conduct an efficient virtual meeting by following some simple meeting protocol.
An agenda is essential to running virtual meetings on time and keeping participants engaged throughout the meeting. You can also encourage participation by posing open-ended questions, asking for feedback and assigning roles to participants for taking notes or recording next steps.
If you’re planning slides or other visuals for your presentation, be sure to test them ahead of time, along with any hardware or software you might require. Also, arrive on time to ensure you have enough time for resolving any technical issues that could occur prior to the scheduled start time.
It’s hard to read body language and emotions when you’re unable to see your fellow attendees – so keep eye contact with everyone, or at the very least, ask everyone to do so if they’re comfortable doing so. Also, you should choose an area that is quiet and free of distractions so that you can concentrate fully on the meeting. Mute your microphone if you’re not speaking.
Request feedback at the end of the session if you are moderator. This can help identify areas for improvement as well as giving participants a clear understanding of how their feedback was appreciated. In the last two minutes of a meeting, it’s also a good idea to give a brief overview of the next steps and to keep track of any action items assigned.
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