Here at Fantastic IT in Southern California, we have been big proponents of online meetings for many years. As we pointed out in our blog, they are cost-effective, don’t require expensive or time-consuming travel, and can actually be easier to manage than in-person business interactions.
Now, of course, the coronavirus pandemic is forcing businesses to eliminate most physical gatherings altogether. That might be an inconvenience, but it doesn’t have to grind sales presentations or collaborative efforts to a halt. Instead, you just have to get better at hosting online meetings.
In today’s post, we want to give you four simple steps you can follow to make web-based meetings more productive…
#1 Prepare a Dedicated Meeting Space
While you technically can host online meetings from just about anywhere, it’s a good idea to set up a dedicated space you can use again and again. Not only will it keep you from having to move equipment around, but you can choose a quiet area with good lighting and minimal distractions. Plus, you’ll have an easier time getting into the right frame of mind if you’re used to presenting in the same room each week.
#2 Invest in Good Cameras, Microphones, and Lighting
You don’t need a lot of expensive equipment to host good online meetings, but it helps if you have the right webcam, a clear microphone, and sufficient lighting. You might even invest in a green screen background if you’re shooting from a home office with lots of clutter. The more you raise the production value of your meetings, the easier it will be for customers and colleagues to take you seriously.
#3 Set Written Agendas for Each Meeting
One thing that can be difficult about hosting an online meeting is that it’s harder to control the attention of participants. There could be a lot happening outside of your field of vision (like people playing with phones, etc.). To combat this, you might want to set written agendas for each meeting so that things move along quickly. And, it goes without saying that you should avoid being distracted yourself.
#4 Make the Most of Collaborative File Sharing Tools
In a physical meeting you would have materials to distribute or point at. When getting together online, you should still incorporate reports and visual cues. Some might be displayed on screen, but you can also take advantage of real-time file sharing tools to make sure everyone is looking at the same pieces of information.
Ready to Take Your Online Meetings to a New Level?
Realizing that your business is going to start relying more heavily on online meetings but don’t know how to put this advice to use? Or, just looking to jumpstart your videoconferencing efforts with minimal hassle and investment?
Either way, the technical and creative minds at Fantastic IT can help. Contact us today to schedule a free consultation so we can start working for you immediately!