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How to Set Up the Perfect Online Meeting?

Gone are the days when you have to actually visit the place to attend meetings. We are now living in a world of technology where things like online conferencing or meetings take place.

Now, you don’t even have to go to your office and sit in a chair to attend the office meeting. Thanks to the internet, you can now attend a meeting from your home while sitting on your bed, or your sofa. You may either attend the event or you may set it up as well and invite your partners to join.

set-up-online-meeting

But, there are few things which you need to consider before setting up a perfect online meeting.

Software

You would need a software for organizing everything. There are hundreds of software available in the market but, only a few of them works properly. I use this online meeting platform to set up everything I need because it’s simple to use and really intuitive, plus, I like the moderated and private chat feature.

Before you complete your choice, make sure the software you are using is compatible with all the major platforms like Windows, Linux, and Mac.

Be sure also to consider the following points:

  • screen sharing;
  • number of participants;
  • cost;
  • The presence of a chat feature;
  • statistics function;
  • recording.

Finally, before using the software, you should do a test run so that you can learn about each and every aspect of it.

Remember, you should know how to properly use it and how to set it up in order to avoid any issue during the time of your meeting.

Technology

After selecting the software, make sure you are getting a strong internet connection (I run a test using SpeedTest by Ookla) for conducting an online conference.

Also, check your webcam and microphone to avoiding any kind of issue and technical failure.

Do a rehearsal before organizing the meeting so that you may figure out whether everything is perfect or not.

Agenda

Agenda is like the goals for your meeting.

Answer to the following questions:

  • Why the meeting is taking place?
  • What is the reason behind it?
  • What should be discussed during the time?

All this should be prepared before organizing your meeting.

Prepare an agenda by dividing the time slots. For example the first half hour of the meeting is for introduction, then one hour for discussing the topic, etc.

Also, if it will be a long meeting, add a time slot for a lunch break or tea break. Make sure you distribute this agenda to all your members and participants with proper anticipation.

Invites

Time to get participants!

How are people going to know about your meeting?

Be sure to prepare the name and details of the users who are going to attend, and deliver them all the information.

Included, you need to send a mail to all the members about the software you would be using, the code or password they need for joining.

Tip: you can also make a Google form and can ask your members to fill it when they enter the meeting.

Location

Although location doesn’t matter much in a meeting taking place on the internet, you should consider an important point: the background.

Make sure to place your webcam in a calm place, with a proper backcloth. You don’t want to get disturbed by anything during your meeting!

Also, make sure there are arrangements in case of a power failure.

Selection of Time

Time selection for organizing any kind of meeting or event is a crucial part.

You need to organize it at such a time when everyone could attend it. Too early in a day or too late at night, both should be avoided.

The best hour is around 10-11 a.m., considering the time zones of all participants.

Also, make sure you are not organizing it on a weekend or any other festival.

Testing

Try to find out the things that can go wrong while the meeting is taking place.

Is your laptop charged enough?

Is your internet connection stable?

All these things should be checked twice. You can organize a test with your friend to know about the things that can go wrong, so you can fix them.

Online meetings are a powerful marketing weapon and many companies are using this wonderful gift of technology.

With the internet, you can save a lot of time, effort, and money which can be used for development of your business.

Even if conducting an online meeting for the first time can be a tough task, once you understand the concept behind it, you will see that it can be really easy and entertaining. You just need to make sure that everything is at the right place.

What do you think?

Have you ever run an online meeting?

What’s your favorite software?


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