In the digital age, online meetings have become an integral part of professional life. Mastering the art of conducting productive virtual meetings is crucial for effective collaboration and communication. This comprehensive guide provides essential insights and strategies to elevate your online meeting skills.
1. Meeting Agenda and Pre-meeting preparation
It is advisable to conduct online meetings with a predetermined agenda, and sharing the agenda with participants several days in advance enhances preparation for the upcoming session. If you want additional points for the agenda you would ask key participants like this.
- Please see the proposed agenda for the meeting, if you have input about the points that need to be added, please let me know by Friday
Pre-meeting preparation is very important to the host and the participants for this purpose you should contact key persons to discuss the agenda and the purpose through phone calls, emails, and other communication channels. During pre-meeting preparation kindly choose the domain/technology which you want to talk about in the meeting and also ensure the participants do the same.
Note: If there are specific types of requirements, you should provide a reminder about it. For example: The Application doesn't run if these programs are running in the background.
2. Moderator
The moderator is an individual responsible for overseeing and facilitating the meeting. Their role includes managing participant interactions, ensuring adherence to the agenda, maintaining order, and often handling technical aspects of the meeting platform. Moderators help create a conducive environment for effective communication and collaboration during virtual gatherings.
For a meeting with huge participants, You should keep someone as a moderator their importance lies in several key aspects:
- Facilitating Communication
- Enforcing Rules and Etiquette
- Managing Time
- Technical Assistance
- Focusing on Agenda
- Encouraging Participation
- Handling Q&A Sessions
Use these phrases for choosing someone as a moderator of the meeting
- Govinda Ram will moderate the meeting
3. Handling Technical Issues
Occasionally, despite thorough preparations and arrangements, technical issues may disrupt the meeting. In such instances, you'll need to address and resolve the challenges promptly. You would like to use the below phrases if you are facing a technical glitch
Examples:
- We seem to be having trouble with the Internet Connection.
- Sorry, but there is a problem with one of those microphones
During these technical disruptions of a meeting, you should assist your participants to hold some patience while fixing the technical. Use these phrases
- Please hold patience or bear with us for a moment while we work to resolve the technical problem
- Kindly allow us a moment to figure this out
Note: If the meeting is informal and everyone knows each other, You may go for a friendly conversation like Please sit tight while we work this out.
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Participant Side: If Technical issues happening on the side of the participants and if you want to provide them suggestions you would use these phrases.
- Anjali, if it's convenient for you, could you please consider closing Skype if it's running in the background.?
- Mike, would you mind attempting to disconnect and reconnect your microphone, please?
