Making a virtual meeting a success
02/05/2019 by Hicham HMICHE
02/05/2019 by Hicham HMICHE
It's not necessarily easy to to be familiar with the technological accessories that are essential for any good virtual meeting. We often make the mistake of not being prepared for it, thinking that we are will learn to master the tools during the Skype session. Don't fall into this trap which can have embarrassing consequences. For example, remember to check from time to time whether your microphone is turned off. This will help you avoid to broadcast your personal comments to everyone.
Be aware of who is in front of you. In particular, know where they come from.
Stay mentally present! You probably think it's just a conference call and that no one can see what you're doing anyway. This is a classic mistake! Gained by trust, you can then quickly start browsing through your e-mails or the presentation for your next meeting. And when you are no longer focused on the conversation, your name comes up. And you haven't listened to the question! So, Of course, depending on the degree of ease and habit of managing this type of exchange, it is possible to complete other tasks in parallel. But to make this possible, make sure that the technology is reliable and that you can your level of preparation on the topics covered. Once again, preparation is the key word to remember.
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To make a virtual meeting a success, make sure your team's IT needs are clear in advance. If you are in charge of organisation, vigilance is called for. In particular, check that all regular participants at the meeting are in possession of the appropriate hardware and software for the exchange.
If you want to make a virtual meeting a success, your role is also to facilitate the exercise to your team members. This requires training. In other words, give them precise information on the Typical course of a meeting. They must be able to know all the modalities of organising an audio or video conference. This is a key competence to be incorporated into the integration path of all new employees. It is particularly important to always test the quality of the connection before the start of the meeting. And, of course, to connect in time so that no one has to wait for the meeting to start. participant!
A successful virtual meeting is not all about organisation. In addition, there are other rules to be aware of. Among them: what type of conference is needed? Telephone meetings are suitable for short-term consultations. On the other hand, they are much less so, if at all, for a brainstorming workshop or a workshop lasting several hours or even a whole day. Your employees must be able to Specify what type of meeting it is before it begins. And to make the required arrangements. For example, if the meeting involves a large number of employees, set it to "mute" (silent option) to avoid the superimposition of sounds. If possible, ambient noise should be avoided. Also record the meeting so that you can broadcast the content to those who are absent. If the purpose of the meeting is to exchange ideas, Also allow time for deliberation. At the risk of having only a succession of suggestions that come to nothing. But if participants need to know when it is possible to ask questions or to make suggestions, you can do so at any time. commenting on the discussion is also to ensure listening comfort. These are the main lines that govern the organisation for a successful virtual meeting. Furthermore, it is always good form, that a The interlocutor introduces himself before taking the floor. All he has to do is say in a few words or sentences who he is and what his position is. If the participants express the need, be prepared to summarise (even if it is only a few words or sentences). in a very brief manner) the content of the speeches of the various speakers. This makes it possible to approach the point with a clear mind.
A successful virtual meeting also means being attentive to other colleagues. In the best of cases, try to reserve a suitable room beforehand to start the meeting. If this is not possible, check whether it is possible to isolate yourself in an empty office. Always make sure that all these spaces are well adapted and equipped for a meeting by phone or via Skype. The idea behind this is to limit the resistance of colleagues who do not participate. It is never pleasant to annoy your office neighbours by talking constantly.