Advances in technology have made online meetings a great option when face-to-face meetings are not possible. While video conferencing connects people in real time and enables virtual collaboration, like all technologies, video conferencing has its advantages and disadvantages. As we continue to host meetings with clients and colleagues online, it is important to consider our delivery and preparation for each virtual meeting. This guide is intended to help you maximize your online meeting experience. Pre-meeting preparation tips 1. Consider Your Audience. Tailor your content to your
3. Set the Meeting Guidelines. Ensure that participants enter into the meeting with clear expectations and an understanding of respective roles. 4. Choose a Moderator. By appointing a moderator, the meeting will have a clear leader that will work to keep the meeting focused and on time. 5. Invite the Right People. Make sure each attendee is responsible for an agenda item and knows what they are expected to contribute. 6. Check Your System. Test your speakers, audio and video, Wi-Fi, host controls, meeting settings, camera settings and mute all notifications that may serve as a distraction during the meeting. Review how to share your screen. Close unnecessary tabs in your browser. 7. Multiple Presenters: Each presenter should log into the video conference meeting separately and from different rooms. It is important for the audience to see each presenters’ facial expressions for a more engaging experience. Note that when not speaking, each presenter should put themselves on mute and stay engaged since they are on camera (avoid multitasking). 8. Set Time Limits. If a meeting takes too long, attendees lose concentration. A typical online event should last no longer than one hour, and it is recommended
audience and the presentation medium. Minimize slide content and use key terms or phrases that help to drive the content home without distracting from the presentation. We recommend four bullet- points per slide and no more than seven words per point per bullet. 2. Prepare a Clear Meeting Agenda. A clear, well- organized agenda is critical to any meeting, and particularly when remote participation challenges engagement. Consider including: a. Key talking points. b. Meeting structure (i.e. when and for how long to discuss each talking point). c. Team members/teams that will attend. d. What each team member/team is responsible for bringing to the meeting. e. Any relevant documents or research.
Nail the introduction. Allot 30 seconds to explain, in a concise and compelling manner, the purpose of the meeting.
that meetings do not exceed two hours. If you need to deliver more content than two hours will allow, consider breaking up the discussion into multiple sessions.
2 • Online meeting best practices
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