HOW TO HOLD EFFECTIVE WEB MEETINGS

With web meetings being a cost (and time) effective way to stay connected with people outside your office, they’re becoming increasingly popular amongst working professionals. But are you getting the most out of your web meetings?

  • Before the meeting

    Preppy prep prep
    Once you’ve got a time and date for your meeting make sure you and your Guests are on the same page in terms of what you all want to achieve from the meeting. Include a cracking agenda in your calendar invite, helping keep your meeting firmly on track.

    Double check those dial-in details
    Before sending the invitation, double check that the URL, PIN and dial-in numbers are correct. This is a step overlooked by many, so to avoid causing any baffled Guests and unnecessary hiccups for your meeting, make sure that you double (triple if you’re feeling adventurous) check your details and everyone knows how the system works.

    Designate a Host
    This will be the person who will act as a moderator, set the tone of the conversation, and make sure everything is covered in the agenda (a ringmaster/ring mistress if you like).

    Assign talking points
    If each Guest is given a point to explain during the meeting, they will feel more involved and naturally prepare for the meeting. Not to mention it will help everyone better manage those pre-meeting jitters.

  • During the meeting

    Keep your audience engaged
    Add video if possible, as maintaining eye contact is always an effective way to keep your audience focused. For the content itself, favour short videos and screen share your slides, but make sure you’re not just reading off the slides or you’ll quickly lose your audience’s interest.

    Multitasking? No no!
    Although it can be tempting to finish a report you’re working on when your colleagues are speaking, if you don’t focus on the topics being discussed, then you’ll be wasting everybody’s time.

    Don’t lose track of time
    You may be on an absolute role (good for you) but remember everyone’s time is valuable. The last thing you want is a meeting running overtime that makes you late for your next appointment. If timekeeping isn’t your strongest suit, you can always get a moderator to regulate time!

  • After the meeting

    Send a follow-up email
    The email should summarise the key takeaways and any pending tasks so there is a clear direction of next steps. Assign them to the relevant Guest with the deadline against it (put your delegation hat on) to ensure next steps are just as productive as your meeting!

    Save your work
    All notes, chats, whiteboard… you don’t want to lose your precious data and the thinking behind it. It’s therefore important when you are selecting a web meeting provider to ensure it offers you a recording option to keep a trace of your work.

    So, with the next meeting you hold online, make sure it’s effective by doing your due diligence before, during and after your meeting!

    Presenting to a larger audience? To learn the difference between a web meeting and a webinar, click here.