Virtual Meetings: The art of delivering effective video conferencing mode

There is some point that organizing and putting up an event, conference or meeting might be complicated considering factors such as: Does it meet the expectations of the guest?

Is the overall goal of putting up the event fulfilled?

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As all the employees remain at their office premises for almost the whole day, it becomes their second home.

The employees can help in this situation.

It also improves the firm’s overall impression as they consider their employee’s wellness by developing a workplace that cares about the ecosystem’s importance at a priority level.

If a particular firm fails to make strategies to take care of their employee’s health and safety concerns, they are considered unsustainable for future growth.

The management team should make efforts to develop effective practices that consume less power.

Strategies must include developing a reminder system to switch off the respective devices as soon as employees finish their work.

However, they can be difficult to get right and require a different approach from an office-based discussion.In this post, we’ll look at the basics of what you need do to host a productive and effective talk with your team online.Before the MeetingChoose good technologyA good video conference tool is a must-have for every remote meeting.

Make a record of who’ll be speaking and how much time is allocated for each.An agenda also helps keep meetings short and concise.

This way, everyone will focus on achieving it and not be carried away with other ideas.Consider time zonesHaving a distributed workforce means your employers are scattered across different time zones.

Otherwise, a time that suits the majority is your choice.Send invites earlyIdeally, your meeting invite should be sent 4 to 5 days before the event, with reminders sent 1 to 2 days prior and an hour before.Schedule management tools like Calendly and Google Calendar are useful for this purpose.

Some project management apps have this feature as well.During the MeetingBegin slightly earlyOpen up the room 5 to 10 minutes before the agreed time.

This allows people to adjust their backgrounds, camera, and audio equipment before the actual conversation.Also, it enables them to review the agenda and organise their thoughts or concerns beforehand.Touch base personallyWorking from home is isolating so it’s hard for your staff to maintain relationships with their colleagues.

We all have an endless schedule filled with meetings to attend.

Find our top tips & tricks to get the most out of your remote calls.1 Choose the right techInvest in decent tech for video conferencing, preferably look for a uniform solution that works with different AV peripherals and UC platforms compatible in all your huddle, meeting and boardrooms.

With the right tool, your remote meetings can be productive and efficient.2 Create structureSet up an agenda to be able to focus on desired outcomes & results, have a decent follow-up afterwards and distribute internal rules.

Why not take turns when speaking or decide on clear meeting roles?3 Keep the focusAvoid distractions like food on the table or having the kids or the dog in the same room as you are.

And did you know, checking your mail on your phone is considered to be rude in any meeting.4 Engage with etiquetteMake sure to involve everyone in the conversation, especially try to interact with introverts or remote attendees.

Integrate round-table questions to make sure everyone has had a chance to speak up.

You've probably seen this virtual meeting meme at the start of the COVID-19 2020 pandemic when the frequency and length of virtual meetings dramatically increased.

This meme might be silly, but it speaks the truth.

Most meetings can indeed be an email or communicated via other asynchronous communication methods.

That's precisely what this article is all about: learning how to have fewer virtual meetings, by leaning into asynchronous collaboration.

As much as the tools are important, there's another part that makes up whether you successfully manage to run fewer meetings virtually - your ability to effectively plan them while at the same time, keeping your employees engaged.

How to Have Fewer Virtual Meetings with Asynchronous Meeting ToolsIn a 2020 meeting survey with 757 respondents from the US, workers reported that there has been a 22% increase in short meetings (30 minutes or less).

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