Getting the Most Our of Your Virtual Meetings

Office workers know that more and more business is being handled virtually every day. From interviews to meetings, chances are you will spend at least some of the workweek talking to someone through a screen. Virtual meetings can feel different than in-person ones, so they require special methods to get the most from them.

Preparing Well

Everything starts with good planning. Whether you are the meeting leader or just a participant, take time before the meeting to gather all the things you need. This includes notebooks, agendas and other supporting materials.

This is also the time to check your technology. Ensure your technology, including your internet connection, microphone, and camera, is working correctly before the meeting. This will help you avoid technical glitches and interruptions during the meeting. Learn how to add minimalist plain Zoom background to your meeting platform so you can guarantee it will work correctly in the big moment.

Communicating Your Goals

Next, prepare a list of the key points that must be addressed in the meeting. This is especially important for leaders. If the person in charge of the meeting doesn't make sure all topics are covered, the meeting could be a waste for everyone.

Even if you are not the leader, you should still have a list of goals you have for the meeting. Wait until the presentation is done and use your list to ask questions about any issues that were not addressed. Everyone should go into a meeting with goals and a plan to communicate and accomplish those goals.

It's best practice to send an agenda or documents to all the participants in advance so the entire team can be on the same page. You can also send out instructions to get a logo background for your meeting platform to help everyone feel unified.

Staying Professional

Your meetings will also be more productive if everyone is professional. Keep in mind that even though virtual meetings can feel casual, they are serious business for your company. Follow these simple rules:

•       Be on time: Be on time for the meeting and encourage attendees to do the same. Late arrivals can be disruptive and can delay the start of the meeting.

•       Dress appropriately: Dress appropriately for the meeting. Even if it's a virtual meeting, you should look professional and presentable.

•       Minimize distractions: Turn off notifications, close unrelated tabs or windows, and avoid multitasking during the meeting. This will help you stay focused and engaged.

•       Use video: Use video to create a more personal experience. It helps attendees feel more connected to each other and can enhance engagement. If you are worried about your home office environment, use free Zoom backgrounds office options for your video platform.

Your professionalism continues after the meeting. Follow-up after the meeting with a summary of what was discussed, any action items, and next steps so everyone can move forward.

Be Productive While Virtual

Relying on virtual meetings is a new style of working but it can be very effective if approached the right way. The right preparation, communication and presentation go a long way in making sure that your team is on track for success.