Web conferencing is as good as a face-to-face meeting. Despite all the preparation if you are not aware of the various features of the web-conferencing tool, you won’t be able to use it to its maximum potential.
Here are a few tips that you can use to run your web-conferencing tool seamlessly:
Have an agenda ready
Most people type in just the date, time, and subject while sending invites for a web-meeting. It is also important to have an agenda. This way everyone will be able to come prepared for the meeting, making it more productive.
Make sure your audio quality is good
Audio quality matters a lot when it comes to web conferencing. Explore all the forms of audio equipment you can use and choose the best. Also make sure the internet speed is very high and uninterrupted.
Be prepared for a video conference
Online meetings make it possible for you to connect from any place in the world, as long as you have internet. If you are doing this from home, it might get tempting to work in your pajamas. But what if your boss wants to turn this one into a video conference meeting?
It is always better to be dressed for a video conference. This way you won’t have to let your face turn beet-red in case you have to turn on your webcam all of a sudden.
Make sure you are there early
Waiting to join a meeting can be quite annoying for every guest. Make sure the timekeeping is standard. As a host, it is always better to join in early so that you can welcome all the guests as they come. Meanwhile you can also familiarize or refresh yourself with the various features of the tool.
Make the most of the features
Different web conferencing tools have different features. Unless you are aware of these features, you won’t be able to take full advantage of them. For instance, there are ways to mute your guests if there is a lot of background noise that is disturbing you. You can share your screen or send a document across, to make sure your guests know what you are talking about.
Focus on what you have to say; not on what is on the slides
Remember how you feel when a person is reading every slide word by word in a meeting room. It can be worse in a web conference. Your guests can definitely read out what is written on your slides. They would be more interested to know what you are saying. So be prepared beforehand with what you want to say.
Connect with your audience
If you are not video conferencing it could be difficult to find out the reactions of your audience. You don’t know if they are listening to what you are saying. It is better to check in with them every now and then and get their inputs and opinions.
Cross check your agenda after the meeting
It is quite possible to digress from the agenda while having a web-conference. So make sure you keep cross-checking your agenda and do a final check at the end of your call. Make sure every item has been crossed off the list. There is no point in sending a second invite to your guests only because you missed a point. No one has time for that.
After discussing all points on your agenda, it is important that you let your guests know the next steps that they need to follow after the meeting. Make them aware of the outcomes and actions that are expected from the web meeting. Clarify all queries and make sure there are no misunderstandings.
