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Schedule the best virtual meeting by following these rules

05 May

VideoConferenceIn my last blog, I have talked about some ways through which you can schedule a perfect virtual meeting. Thus, I will continue my discussion in this blog, and provide you with some more tips to make your next virtual meeting perfect.

Allow extra time: If you are scheduling a virtual meeting for the first time, then please schedule some extra time for dealing with the technical challenges that you might face during the meeting startup. Use this extra time to work out glitches that often occur with new technology. Over time, when your team members are familiar with login or startup procedures, you can then reduce the meeting duration by the amount of time that you might have otherwise spent on connection issues. If you have a new member joining your team, then you should arrange a trial meeting to check connections and ensure that the new member is up to speed before a larger group meeting.

Provide more lead time: The lead time required for virtual meetings might be longer than for in-person meetings, since in addition to the virtual space, you need to ensure that all participants have the necessary information about the meeting before they join in. It is your responsibility, as an organizer of the meeting, to ensure that every team member understands the goals of the meeting and has sufficient time in order to prepare for it. After all, if critical decision makers or technical experts are not prepared in the meeting due to short notice given to them, then you will end up scheduling a second meeting for the same agenda.

Provide detailed information: If you are going to organize a virtual meeting with multiple people joining in from multiple locations and through multiple means of communication (phone, video, etc.), then you need to be more detailed in your meeting requests. Meeting agenda should at least specify this information: name and contact information of the person calling the meeting, meeting purpose, meeting start time and expected duration, names of invited attendees, meeting location including connection information, phone numbers, URLs, connection passwords or login IDs, or any other information attendees need in order to participate, and list of the topics to be discussed and time limits for each topic. If you do your homework in creating your meeting agenda beforehand, then you won’t have many issues during the meeting itself.

Invite limited people: Virtual meetings are often encountered with various challenges from time differences to technology difficulties, and hence, you shouldn’t try to complicate things by inviting people who are not needed in the meeting. Make sure that you have everyone in the meeting who needs to be there, but don’t over crowd the meeting with the people who are not needed there. By inviting limited people in the meeting, you will be able to keep everyone focused on the task at hand, and there will be less of a chance for any confusion due to people talking over each other on the phone or video conference.

This is the end of my two part blog about scheduling a perfect virtual meeting. I hope, these advises can help you in scheduling your ideal meetings. If you have any recommendations from your side, then please feel free to share it here through your comments. Thanks – Bhavin Gandhi

 

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