Virtual meetings face the same challenges that in-person meetings do however, they also face additional distractions and technological hurdles. You can still hold an effective virtual meeting by following a simple meeting protocol.
An agenda is essential for running virtual meetings on time, and for keeping participants engaged throughout the meeting. You can also encourage participants to ask open-ended questions, requesting feedback and assigning roles to note down or record the next steps.
Test any software or hardware you might need before your presentation. Make sure you arrive early enough to address any technical issues that may arise prior to the scheduled start time.
It’s difficult to read the body language or feelings when you’re not able to see the people in attendance. So, you should try to make eye-contact with everyone, or ask them to do it. It is also recommended to choose an area that is quiet with no distractions so that you can concentrate fully on the meeting. Turn off your microphone when you’re not speaking.
Get feedback at the conclusion of a session if you are moderator. This will help you identify areas that require improvement, and also give participants an understanding of how their input is valued. In the final two minutes of a meeting it’s recommended to present a brief summary of the next steps and to keep track of any action items assigned.
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