One of the biggest impact of the COVID- 19 pandemic is the strengthening of virtual meetings as a mode of delivering trainings, learnings, presentations, etc. This set up of meeting has encouraged many people to learn the technicalities of virtual meeting in order to cope up with the new normal.
Since virtual meeting is new to majority, there has been many glitches that were encountered. In order to mitigate these glitches, we are sharing with you the Success Tips in Online Meetings and Presentations by Mr. Reuben Aslor especially if you are the presentor.
This list would help you enhance your technical skills in Online Meetings.
A. Preparation for virtual meetings
- Identify the applicable platform to be used.
- Have reliable tools in place (Test tools)
- Ensure/test stable connectivity
- Double-check time differences
- Clean up your background
- Select a professional background
- Be familiar with tools.
- Work from a quiet background
- Look professional. It adds to the feel.
- Prepare all files needed
- SPEND TIME FOR PREPARATION
B. Conducting virtual meetings
- Maintain a program. Start on time. Present the program to the participants. Example: agenda, topics f or discussion, expected outcomes, etc.
- Provide instructions/orientation.
- Familiarize the people with the application and tools to be used. Lay ground rules. Do’s and don’ts
- In a small group, acknowledge participants and guests
- In big groups-acknowledge the agencies (ensure courtesy)
- Make virtual meetings feel real. Imagine you are in an actual meeting.
- Ensure and maintain interaction. Let the people participate during the meeting. Conduct activities suited and fit for the meeting.
- Give moments to participants to share their thoughts during the meeting. Example: Please type in your comments about this top in the chat box
- Let people know that you expect them to participate.
- Delegate Tasks. Identify people who will take part of the program.
- Allocate a time for icebreakers. Search for online-based activities. Break the ice every now and then.
- Utilize diverse techniques (Video presentation, audio presentation, research, etc.)
- Focus on intentionality. Bring people to the understanding of the essence of what you are doing and its relevance or importance.
- Record your meeting. Let the meeting be documented and assign a note taker if necessary to record the minutes of the meeting.
- Ensure transition from one topic to another. Avoid jumping from one topic to another ensure connectivity and spontaneity.
- Avoid interrupting others. Maintain courtesy as a basic rule. Avoid interruptions when you ask people to participate.
- Follow through and follow up. Never fail to ask participants if they are able to follow the proceedings of the meeting
- Check on the group every now and then. Ask the participants if they are connected, etc.
- Refresh the participants. Provide lavatory breaks. Provide short breaks and resume after a while.
- Exercise patience. Bear with anyone and remember that not all of you have the same level of connectivity
C. How do we conclude virtual meetings
- Provide a smooth transition. Example: we are now moving towards the last parts of our meeting”.
- Summarize points. Provide a quick summary of the major points of the discussion or let the participants provide the summary for the group.
- Provide Tasks. Ask the participants to accomplish certain tasks and let them communicate back to you
- Feedback and clarification. Provide a platform and ample time for participants to ask questions and clarify parts that are unclear to them
- Extend appreciation. Appreciate those who have made the meeting a success. Appreciate the effort, participation, commitment, etc.