When you’re getting ready to host an online meeting, there are many ins and outs to consider. Executing a successful meeting relies on more than providing quality content. Check out these 8 tips that will get you on your way to running a flawless online meeting.
1. Reference previous meeting data
Before you begin building your meeting, take a look at report data from previous meetings. This data allows you to identify opportunities. Look for insights into how your organization engaged with attendees and post-meeting feedback. Incorporate what you learn into your online conference strategy.
2. Create an agenda
Make an agenda outline that gives your audience a high-level overview of what you will discuss. If your meeting includes a slide presentation, you should insert the agenda after your opening slide.
3. Test meeting files
If you plan on sharing files during the meeting, make sure you test them out. Before you open the meeting to your audience, test the files to confirm that they display the way you expect them to appear.
4. Prepare discussion notes
Do you have critical information that you need to share during the meeting? Whether you have something minor or significant to share, make a list of discussion notes.
This list should include topics or points that you don’t want to forget to bring up. This could include tips, tricks, a new product or feature or an invitation to join your next online meeting.
5. Check your meeting settings
Before launching your meeting, make sure that your meeting settings are in order. For example, do you want to mute all attendees automatically? Make sure you make any necessary changes before your online conference is live.
6. Rehearse your meeting
After all of your other pieces are in place, rehearse your meeting at least a couple of times. Rehearsal should focus on practicing what you will say and watching how well you keep meeting time. You can make adjustments during rehearsal, which will make your meeting more polished when you go live.
7. Document meeting minutes
Before your meeting goes live, delegate a person to document meeting minutes. This will help you focus on delivering content while the documenter keeps track of reference information and anything that attendees mention that needs follow up.
8. Set precedence for Q&A
Meeting formats for online conferencing varies, so let your audience know up front how they can engage during the meeting. Let them know if they should wait until the end to ask questions.
You can also allow them to use the chat window throughout the meeting to ask questions. Make sure you let you attendees know at the beginning of the meeting.