A stress free guide to creating virtual meetings as a first timer

It's no news that the covid19 pandemic changed us permanently. From traveling restrictions and bans, to communications channels and companies' culture. Almost all of our everyday experiences have evolved since the pandemic breakout. For most businesses, hosting a virtual meeting has become a norm. In fact, the evolution of meetings into the virtual spaces have gained more relevance and become preferable for most in the last 2 years. This can only mean, more executives, business owners and corporate workers will host more virtual meetings years to come. Hence, there is a need to understand the basic pipelines to an effective virtual meeting. First, the success of your virtual meetings does not solely depend on internet connection. Infact, fast connectivity with poor time management and organization will only ruin your meeting.

Read Also: Here’s Why Transitioning Into Hybrid Work Is Difficult And How You Can Get Past The Challenges

So before you commence, be sure to follow these steps:

#1 Select the right meeting software

"Where is the venue?" This is often the first question that comes whenever you invite anyone to your event. It is the same for virtual meetings, you need a virtual space where your guest and speakers can meet. There are several options, however factors like, focus of the meeting, time frame or complexity of the meeting will determine your choice. For work sessions, and training, you may likely need to share your screen, hence tools like Google Meet, Zoom, Skype and Microsoft Teams can be used. Moreover, paying for premium services on these tools gives 100% productivity.

#2 Test run before the meeting

It is important that everyone involved in your upcoming virtual meeting tests the software ahead of time. One of the disadvantages of virtual meetings includes technical problems that may frustrate your guests during the meeting. Major problems can include login difficulties, webcam, or screen sharing concerns. These hiccups in technology can reduce productivity.

#3 Create a timeline

Have you ever attended a 30-minutes meeting that lasted for two hours? I bet you were frustrated and wished the meeting could end immediately. Having a timeline helps you stick to the plan. Ensure that you prepare a timeline before the meeting. List specific topics that will be discussed with a time-bound.

#4 Send out invites

Once the timeline is prepared, send an event invite to your guests. I will recommend that you send the invite at least 2 weeks before the event, so you can send a follow-up email. One important thing to consider when sending invites is the kind of event you are hosting. There are certain tools like Eventbrite to help you register your guests with ease. You can also use the Google form to collect the email address and personal details of everyone who registers for your event. Interestingly, these tools also send reminders to your guests, so you don't have to worry about follow-ups.

Finally, virtual meetings can be more difficult than physical meetings. So, you must pay extra attention to your process, team members and tools. Ask questions from your team members to see the best tool for you. If possible, get a team to help you monitor your organizations.

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