Virtual meetings provide several advantages, such as lower travel costs, the ability to dial in from anywhere in the globe, faster decision-making, more team agility, and more chances for collaboration. According to a Doodle poll, remote group conferencing was so popular during the epidemic that its use soared by 613% in 2020.
Following the epidemic, corporate executives continue to see virtual meetings as an important weapon in their hybrid workplace arsenal. While online check-ins are important for keeping teams connected, hosting effective conferencing may be difficult if not managed properly.
Only around half of the meeting time is successful, and this figure drops even lower when held electronically, wasting the firm's time and money. So, how can you guarantee that meetings are beneficial rather than a waste of time and resources?
We'll show you how to convert boring online meetings into well-structured, productive gatherings that are worth your team's time and effort.
Establish a Clear Agenda with Specific Goals
Take some time before sending out any invites to establish the aim of the meeting, since productivity suffers when meetings deviate from their original objectives. Your agenda should include key points as well as any relevant information.
Include how much time will be allotted to each topic so that attendees may assess its value. Allow enough time for group involvement and cooperation so that everyone feels included. Try not to take on too much in one sitting, as you will be more inclined to wander from the main aim of the meeting.
Share the agenda with attendees ahead of time so they know what to anticipate and can interact with the subject matter right away.
Streamline Your Invitation List
According to research, the smaller the size of an online gathering, the more efficient it is. Large meetings may be challenging to manage and have a higher risk of distractions and disruptions.
You should only invite individuals who offer value to the debate, are affected by any decisions made, or need to be consulted about new facts. Participants who are clear about their position in the meeting and why they were invited are more likely to stay focused on the agenda.
For those who are interested in the topic, you may always give a tape or transcript of the meeting.
Keep meetings brief and on schedule.
There's no reason to hold an hour-long meeting if your agenda permits you to complete your tasks in 20 minutes. Shorter meetings can be more effective because time constraints make participants more results-oriented.
Remember to keep people's time in mind, both in terms of their time zones and in starting and concluding the discussion on time. A distant colleague may be less motivated if a meeting is scheduled too early or too late. And, to keep your staff motivated, start your meeting on schedule, regardless of whether everyone has arrived.
Assign Roles and Manage Your Meetings Actively
Assign roles to participants to keep them actively involved. This might be someone to keep track of time, take notes, and update project materials. Consider appointing a backup host to help you manage attendance, speakers, presentations, screen-sharing files, and any technical difficulties that may emerge.
As the host, you'll need to organise the meeting by keeping talks on track, keeping track of time, and giving everyone a chance to speak. You must not only guarantee that everyone participates, but you must also be able to gently interrupt someone if they get off subject.
The meeting's tone is also determined by the host, so make an effort to arrive with a good, inspiring vibe that invites meaningful involvement.
Use High-Tech Tools to Facilitate the Connection
While hybrid employees value the freedom of remote work, many miss the face-to-face engagement that comes with sharing an office. This personal connection boosts productivity by giving employees a sense of camaraderie while working toward a similar objective. Using current, high-tech conferencing equipment can be beneficial.
Invest in high-tech camera and loudspeaker solutions, such as those provided by MAXHUB, for an engaged staff eager to interact. Technologies like the UC M40 and UC S10 Pro make everyone feel like they're back in the same room. They should provide excellent audio and visual clarity, as well as next-generation capabilities that reduce annoying interruptions.
Your technology should be simple to use and provide seamless engagement, so that everyone, including remote employees, feels connected and empowered to participate in the dialogue.
Use Video for Efficient Communication
Video conferencing will make your online meetings come to life, improving collaboration among your scattered staff. You'll be able to assess participants' reactions in real-time, and because they'll be visible, your team will be less prone to multitask during critical talks.
The video creates a highly engaged team, increasing cooperation chances. Meetings are more engaging and natural because participants can interpret one other's social cues better than they could with audio-only conferencing. It removes the discomfort from meetings, so you never mistake someone's quiet for apathy, and speakers feel less like they're speaking into a blank.
Use Interactive Meeting Tools to Increase Attendance
Productivity during an online meeting is only possible if your team is fully engaged. And participation is only possible if members actively participate in the conversation. If not, they'll be preoccupied with work-related or personal concerns.
Turning on your cameras is an excellent place to start for more engaging meetings. However, try integrating visuals like charts, photos, and infographics to further engage people. To solicit questions and input, use a polling tool or app, as well as a chat box.
Another sure-fire approach to pull people in is with an Interactive Flat Panel, which may provide straightforward interactivity as well as exceptional music and visual capabilities.
Take Notes and Record the Meeting
To fulfill your productivity targets, your meeting should provide actionable results. Before concluding the debate, quickly define these issues and individuals accountable so that everyone understands their responsibilities.
Record the meeting and then share it with your team and others using a cloud-based platform. Also, distribute notes and relevant papers outlining action items and their dates.
Virtual meetings are essential for keeping your staff connected, motivated, and focused on their work objectives. However, this is only possible if you employ the appropriate tools and procedures to guarantee that your meetings are fruitful.
Learn how MAXHUB's virtual collaboration solutions will boost your team's productivity by utilising sophisticated algorithms and cutting-edge technology.
Contact Merge AudioVisual now to learn more about the MaxHub and to begin on the ultimate video conferencing experience.
MAXHUB's official partner in New Zealand is Merge AudioVisual. We are the leading New Zealand Distributor of Digital Workplace solutions, assisting organisations in connecting and communicating. The way the world works has evolved, as has the way people communicate, and we are at the forefront of providing the digital technology required to support that shift.