Throughout the COVID-19 pandemic, professionals have worked remotely and experienced the benefits of virtual meetings. In fact, according to LifeSize, these types of meetings have improved productivity by 50%.
As such, professionals should expect the presence of video conferencing to remain steady in workplaces for years to come. With that, comes the possibility that those who don't normally coordinate such online meetings will eventually have to begin doing so.
Scott Wilson, Co-Founder and CEO of virtual meeting service Banty Inc., knows that frequenting video calls organized by others is one thing. Hosting one yourself, however, requires a different process altogether.
To succeed at hosting, Scott suggests embracing the following steps:
Pick a proper day and time: Always schedule a virtual meeting on a day and time that's convenient for the majority of invitees. Avoid scheduling a call in the midst of a tight deadline, or early Monday mornings and late Friday afternoons. You want all calls to take place at a point when everyone's focus is at an optimal level
Send invites to the appropriate parties: Often, we feel an obligation to forward email meeting invites to an entire department, when only two specific people from it need to be in attendance. By strictly inviting those who need to be on a given video call, you are not unnecessarily pulling other people away from their day-to-day obligations
Set an agenda: To see that your virtual meeting stays on course, create an agenda and forward it to all attendees in advance. This will help everyone prepare for the meeting ahead and leave less room for surprises
Craft a pleasing presentation: Once you have mapped out your virtual meeting presentation, give it a dry run on your own, or with the assistance of a teammate. This will make you feel much more confident when it is time to go live
Know the technology: Before leading a virtual meeting, see that you understand the online meeting platform you are using. Make sure you have an amazing comfort level with all of the tools you will need throughout the video call. Also, see that the space you are hosting from has incredible Internet connectivity
Be mindful of your audio and video setup: Right before you begin the virtual meeting, check your audio and video situation. See that the microphone and/or headset you are using is functioning properly, and that your video is clear, well-lit, and easy-on-the-eyes
"Hosting a virtual meeting for the first time can be a stressful, overwhelming occasion for some. It is natural to feel this way," adds Scott. "However, if you are a stickler for details and understand the importance of proper preparation, you will soon be unbelievably comfortable with the whole hosting experience."
Thanks to Exhibitor Magazine for this coverage of Banty!
