If you are preparing to have a meeting via video, then there are some things that you need to do before you meeting rolls around. Obviously, you want to make every viewer aware of the meeting, inform attending individuals of the start and ending time, and make sure that every viewer is comfortable with the audio and video.
- Check Your Tech: Meeting online becomes second nature after a few meetings. If you’re adding new participants, you want to make sure they are comfortable with your conferencing software, the web cam and the audio before their first meeting. The most important part of your meeting besides the visual aspect of it is the audio!
- Plan Your Agenda: When your meeting rolls around, you want to make sure the meeting goes smoothly. In order to do this, you will need to sit down and plan your meeting. What is the purpose of the meeting and what message are you trying to send or what problem are you trying to solve? An agenda can help keep everyone focused and on track.
- Prepare Your Materials: Once you have an agenda for the video meeting, you should prepare the materials for the meeting. For instance, if you need statistics, visual aids, or demos then you need to gather these materials in advance. If your meeting will require each viewer to have a handout or form of any sort, you want to make sure that you get these documents made up and sent to each person attending the video meeting.
Ultimately, planning your meeting, having a schedule and checking your technology will help you to have a smooth, successful meeting and is well worth the planning time you’ll invest.
