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Gone are the days when executives had to be flown over from across the world only to huddle inside an expensive-looking boardroom to discuss important company strategies. Enter in virtual meeting rooms – the most inexpensive way to connect people and get them talking in a jiffy. Using video, audio or messaging to connect online, virtual meetings allow people to share information and data in real-time without being physically present in the same location. A few years ago, virtual meetings were still gaining their ground in the business world. But as remote working grew to be a common workplace phenomenon, adoption of voice and video calling tools became a must for enterprises.
Online and virtual meetings are convenient, not only for the distributed workforce to collaborate across geographies and time zones, but it can also serve as a cost-effective tool to conduct virtual events including webinars, training and conferences cost-effectively. But like any other meeting, you need to have a good strategy to run successful virtual meetings. Here are a few tips:
1. Ace out those agendas
We have all been in meetings where we discussed everything in and around, except the actual topic that was the purpose of the meeting. When it comes to virtual environment, it’s even more important that we eliminate any confusion and set clear goals for meeting outcomes. Sending an email, messaging the meeting topics along with the collaboration link or attaching them to the meeting invite in advance can ensure that everyone is on the same page before they join the meeting. Adding a link of your meeting room to calendar invites for any one-off or recurring meetings for easy access can help too, as it lets everyone get on the same page faster.
2. Double check the tech
Ever faced those situations where you repeatedly say, “Did we lose him?” or “I am having trouble hearing you..”? Shoddy connections or unreliable technology can often mess up virtual meetings and can lead to frustration or attendees rapidly losing their focus. Ensure that your video conferencing technology is set up with the best of equipment, offers HD video and audio quality and allows you to effortlessly switch between screen sharing, video or messaging.
Join the conference room in advance to check whether everything in the setup works without any hurdles. Having the tools checked in advance is a smart way to collaborate digitally and often makes remote meetings more productive and efficient.
3. Handpick the best of software
Virtual meetings offer endless possibilities – from conversing on a singular topic in chatrooms to sharing important files, links or online documents in real time via G Suite or Office 365 or ask questions via direct messaging without interrupting the presenter. But to hold seamless meetings, you need powerful video conferencing software. Use a robust video conferencing tool that helps you conduct a successful collaboration session from the start till the end. From escalating a chat to a call or joining a meeting session with a simple click where you won’t need any pin codes, conference IDs or passwords; opting for reliable video conferencing tools is a must if you want to run virtual meetings efficiently.
In short, remote meetings are more productive when conducted with right techniques and tools. Ace your virtual meetings by being clear, prepared and armed with the best of video conferencing tools available in the market that can help you achieve your meeting goals faster.
Looking for the right tools to run efficient virtual meetings? Join our upcoming webinar "Increase Team Productivity with the Right Communication & Collaboration Solution" on April 17 at 10 AM (PST) and learn how the right Unified Communication and Collaboration (UCCaaS) tools can help streamline communications and boost SMB productivity. Gain actionable insights, learn advanced tips and trends about modern SMB communication, collaboration and mobility. Empower your teams with modern meeting tools: