8 Steps for Conducting a Top-Notch Web Meeting
In recent years, many business meetings have migrated from the boardroom to the laptop. Unlike conventional face-to-face meetings, web conferences don't require travel or hotel arrangements, saving both money and time. Whether your goal is to train employees at satellite offices or discuss a project with an out-of-state client, a Web meeting may be your best bet.
Online meetings are on the rise thanks to advancements in Web conferencing software. But hosting a web conference isn't a simple click-of-the-mouse operation. The following advice will help you run a productive Web meeting:
1. Get accustomed to the software. It's critical that you understand how your Web conferencing software functions. Practice using any necessary tools, such as interactive whiteboards, application sharing and polling. Rehearse your presentation.
2. Prepare participants in advance. A week or so before the meeting, mail or email attendees the agenda and collateral documents. Also make sure participants have any required login information or passwords and won't be blocked by firewall software.
3. Pick the best meeting time for participants from all time zones. Favorable starting times range from 11 a.m. to 2 p.m., when most people are at their desks before or after lunch. As the meeting leader, you should test the Internet connection as least 20 minutes before the Web conference and post a "welcome" message for people who log in early.
4. Eliminate distractions. Shut the door to your office or the conference room, just as you would for an in-person meeting. For the best audio performance, rely on a headset: Speaker phones sound tinny and distant, and transmit background noises.
5. Play to the camera. If you're using a Web camera, make sure you are centered in the screen. Adjust the focus before the meeting so you don't have to tweak it during your presentation. Dress in solid colors: Clothes with lots of patterns or colors are distracting. In addition, avoid sudden movements that may blur the image.
6/ Adhere to online etiquette. At the start of the Web meeting, encourage people to minimize all the windows on their computers, mute their mobile telephones and close their doors. Next, introduce all the attendees. If the group is too large, then mention the offices or companies represented. Finally, take a few minutes to review chat features or other tools that will be part of the meeting.
7. Keep participants interested with animation, photos, application sharing or other visual aids. Include polling questions at critical points throughout the meeting. Otherwise, bored meeting attendees may check emails or text a colleague and miss important information.
8. Post the Web meeting on your company's intranet so participants can review it later. This is particularly helpful if your topic was in-depth or technical.