Guides for Virtual Meeting Protocol for Hosts and Attendees

Remote meetings are becoming increasingly popular even before COVID-19. However, against this background of the crisis, people have spent more than 5.5 billion minutes attending virtual meetings. Although some people can still focus on the effectiveness of long-distance calls, preliminary research shows that video conferencing can increase productivity and team collaboration.

You need to ensure that everyone present follows the label for the virtual meeting. Here are some tips to help you do this.

Prepare for your online meeting.

just like planning face-to-face meetings, wasting guests’ time never feels good. Doing so shows that you don’t value your valuable time. And because this is not necessary, those present will not be involved in the event.

In short, the first rule of virtual meeting etiquette is to ensure that it is productive and useful. The best way to ensure this is to prepare thoroughly in advance, but two are needed for Tango. The following are some of the ways that organizers and meeting participants can benefit.

Tips for preparing organizers:

Prepare an agenda.

The agenda, Abby Miller explained in the calendar article, “is like a road map that you use anywhere on your trip. It helps you plan your trip and keeps you on the best way to reach your destination. “How come? Answer the following question:

  1. Who goes with you?
  2. When and where did you go?
  3. What is the purpose of this trip?
  4. How long do you need to get to your destination?
  5. What happens if there is a spin or your car breaks down?

Before planning a meeting, make sure you make an agenda and share it with the invitees first. And even though there’s no right or wrong way, most programs have the following six components:

An agenda header that identifies the people calling the meeting, date, time, location, and destination.

The main goal, which is to follow why we met and what we want to achieve.

Introduction, e.g. B. Assign responsibility for meetings.

Work schedules for meetings or major parts of the agenda, which determine the agenda to be discussed.

Time allocation for each point.

Follow up with participants, e.g. B. Sending log.

Tips for preparing participants:

Always check the agenda and all other important documents beforehand. This is the best way to ensure that you are on time and ready. 

You can also answer questions or problems.

Consider volunteering to gather information, exchange new information, or take minutes. This will show that you take this seriously and is also a great way to develop your leadership skills.

Preparation tips for everyone:

Regardless of whether you organize or participate in the event, the following suggestions apply to everyone involved in virtual shingles:

Work in a quiet room, free from distractions such as pets or family members. Bonus points if this room is a carpet because this reduces the echo.

Use a neutral background, e.g. B. gray walls. Some tools, such as B. 

Zoom, have a virtual background that you can use if this is not possible.

Make sure the room is brightly lit.

Use your laptop, not your cellphone, because it is more stable and your hands are free to take notes. Only invest in decent headphones with internal microphones for audio meetings. Bonus tip: Raise your webcam at eye level.

Always test your technology before a meeting. For mobile phones, this means a strong signal and no interference. On a computer, make sure your connection is working, turn on the camera, and check the microphone and speaker.

Learn tricks and hacking. 

As I wrote in another article about an entrepreneur, you can do some cool things with Zoom. This includes using the meeting ID so that it can be scheduled on your calendar and using the chat function. 

Another trick is using host control so you can control audio, video, and screen sharing at all. There is also an active speaker display that “recognizes which user is speaking and changes the screen on the window”.

Make the meeting “real” and productive.

Of course. Nothing beats personal interaction. But you can work to produce the same vibration when you practically meet.

Clothes according to circumstances.

Without a doubt, one of the best things about working from home is that you can work in comfortable clothes. Even if it’s not your pajamas, you might be wearing more casual clothes that you don’t normally wear for work.

That’s good if you only talk with audio. But when you are in front of the camera, you must dress as you wish for face-to-face meetings.

Start the call on the right.

Spend a few minutes studying meat and potatoes from the meeting. Everyone introduces themselves, regardless of whether the participants know each other or not. This is an easy way to let people know who is there and what roles and responsibilities they have.

Let guests know with fun things why they gather. You can also quickly explain what you want to achieve to remind everyone of the purpose of the meeting.

Be polite.

Even though virtual meetings don’t look professional, the reality is they are meetings. Therefore, they deserve the same respect and etiquette. This means that everyone must turn off notifications on their smartphone or computer, mute their microphone when they are not talking, and must always look at the camera.

Watch the meeting fully – without doing multiple tasks. Now is not the time to empty your inbox, check your social feeds, or get work done. This is also not the best time to eat, play with dogs, or clean the work area at home. Stay seated and take part until the meeting is over.

Also, respect other people’s time. If the meeting has to start at 3:00 at night. and ends at 3:30, this is the specified time. I always schedule meetings five minutes in advance to avoid someone being late.

Make sure you keep the meeting as short as possible. Follow the agenda and shake the side talk of the takeover. Remind everyone to speak clearly and concisely so that you don’t have to repeat what you say.

Keep everyone busy.

Yes, you can still keep your audience busy. For example, you can ask everyone for a job and ask questions. You can also make it more interactive using real-time surveys, gamification, or participants to solve problems in groups.

I also recommend leaving some at the end for casual conversation … as long as you go through your program. Working in isolation is not the best thing for your health and well-being. This gives the invited person some social interaction that is very much needed.

Don’t forget to keep going.

“Even the best meetings will be in vain if no one takes notes or outlines the next tasks,” Marty Fukuda wrote. “Nominate participants (not moderators) who will take you a few minutes.” You should also know that it is your responsibility to “send a summary to all participants after the meeting”.

“While the notebook answers in a few minutes, the moderator also has to write down the tasks that need to be done during the discussion,” Marty added. “At the end of the meeting, all tasks must be assigned along with difficult deadlines.”

If you have a question or problem that we haven’t raised, add it to the next agenda or schedule it individually with that person. And because this meeting is going well, make an appointment for the next successful virtual meeting.

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