Every day, 11 million meetings are held. With “work from home” becoming more of the norm because of the pandemic, many of these meetings happen online. Even prior to the pandemic, online meetings were gaining traction because they allowed workers to be more productive, even if they weren’t in the office.
It might seem like everyone knows how to get online meetings up and running, so you’re feeling left behind.
But if you need to schedule online meetings, then you’re in luck. We’re here with a brief guide on how to run online meetings like a pro!
Choose the Right Program
There are several programs out there for online meetings, so make sure you choose the right one for you and the attendees’ needs. It’s best to start out with the most popular ones since the attendees probably already have them installed. Also, if you run into any issues, it’ll be easier to find solutions.
Some programs to choose include Zoom, Microsoft Teams, Google Meet, and Skype.
Get to Know the Program
Don’t just hop into it blindly; you’ll want to familiarize yourself with the program beforehand so you don’t waste your attendees’ time.
Open it up and find out how to perform basic functions, such as adding users to your list, starting a meeting, adjusting your video/audio settings, etc. It’s a good idea to click on everything you can so there are no surprises!
If possible, get in a pseudo-meeting with someone. That way, you know how things look and go when “live”. You can also test out the recording feature if necessary.
Send Out Invites Ahead of Time
Like with regular meetings, you’ll want to send out invites for virtual meetings way ahead of time. There are meeting scheduler apps and programs like www.meetio.com that make life a lot easier. Not only can you invite people to your Zoom meeting, but you can also book a physical room at your workplace if you’re having a hybrid in-person/online meeting.
If the meeting’s a long one, consider attaching a tentative agenda that breaks down the parts of the meeting so your attendees know what to expect.
Also read about Random number generator.
Mute People Appropriately
Depending on how many people are “attending”, things can get chaotic. Not only will multiple people try to speak at once, but they might have background noise that constantly interferes.
You should mute everyone right off the bat and unmute people as necessary when they have the floor. Establish ground rules at the beginning of the meeting. For example, maybe you’re the main speaker for the duration of the meeting, and the floor’s open for questions (and unmuted mics) in the last 10 or 15 minutes.
Schedule Online Meetings Like a Pro
The next time you need to schedule online meetings, you’ll be able to do so expertly. Once you’ve familiarized yourself with the programs, it’ll become second nature in no time!
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