are relying on virtual meetings more and more.
Virtual meetings are convenient, reduce expensive travel costs,
and fit more readily into busy schedules.
Leaders must realize however that not all participants may feel
comfortable with virtual meetings and subsequently they must allow for
both a learning curve and an adjustment period.
tips below may help you to make your virtual meeting/online meeting more efficient and
productive. The tips are geared mostly
for videoconferencing but apply to phone
conferences as well.
1. Limit the number of participants in
your virtual meetings.
Before the virtual meeting begins, test the technology to make sure it
is working properly.
3. Donít use virtual
meetings for long, single speaker presentations.
Since not everyone may be comfortable with virtual meetings, the
facilitator should make sure that everyone is drawn into the process.
Participants who are uncomfortable with technology may tend to
withdraw and not participate like they would in face-to-face meetings.
Until all participants have an understanding of the technology someone
should be nearby to help; also, if necessary, develop a simple how-to
guideline sheet for the effective use of the technology.
Since virtual meetings are less fluid than face-to-face meetings, be
careful to avoid side conversations, external interruptions, and talking
over a speaker.
In a virtual meeting make an extra effort to speak loudly and clearly
into the microphone, look into the camera, and avoid exaggerated
gestures and side conversations.
Let the others know if you canít hear or see something clearly.
Participants must be located in quiet settings to avoid distractions,
interruptions, and external noise.
10. Unless the participants know each
other well, ask speakers to state their name before they speak.
Take into consideration different time zones so that your virtual
meeting is convenient for everyone.
Send agenda and other handouts via e-mail allowing plenty of time for
participants to print off copies for themselves
13. As with face-to-face meetings have
someone take notes and send them out promptly after the meeting.
The team leader must support and encourage virtual meetings until all
team members are accustomed to