How To Run An Online Meeting

HOW TO RUN AN ONLINE MEETING

Many are turning to online platforms as a way to conduct meetings. Before embarking on this exciting and maybe daunting method of communication, it is important to brush up on the basics of holding a meeting in general as well as investigating the nuances for hosting online meetings.

Prep work

Start by preparing the agenda (what is the reason for the meeting and what outcomes are required from the meeting). Decide who needs to attend, as well as the date and time for the meeting. Ensure that all the required participants are contacted. Doing the ground work is important to ensure a successful meeting is held. It may be necessary to change the date and/or time to ensure all participants are able to attend. Compile the agenda and ensure it is distributed in a timely manner. Less formal meetings may not require an agenda but even a simple agenda helps to keep the meeting on track and focused. An agenda should include the date, time, welcome, items for discussion and closure. 

Online platforms

A critical step in this process is deciding which online platform to use. There are many available so it is important to spend time to establish which one would best suit the particular application. Once this decision is made, contact all the participants, ask them to download the software and to familiarise themselves with it before the meeting.

Some virtual platforms worth investigating include: 

• Skype;
• Zoom - This platform is one of the most downloaded video platforms across the world. There have been some high profile 'Zoom bombing' instances where hackers have interrupted conferences with political issues and even pornography, however a new version of Zoom has recently been released to prevent such occurrences. It is also possible to change Zoom settings so that hackers cannot access meetings;
• Cisco Webex - Regularly used by CNN.

Carefully review each platform before deciding which one to use.

Meeting rules

Have rules and share these at the beginning of the meeting. Request that all participants introduce themselves and give everyone present an opportunity to speak. Facilitate discussion by requesting opinions and ask participants to mute their lines when not speaking.

Beneficial

Virtual meetings will take more time to arrange until participants are more ofay with the technology and specific requirements. If conducted correctly this technology is of great benefit especially in times when social distancing is the norm. Just remember to have a contingency plan in place should glitches occur. 

Good luck and have fun, enjoy the wonders of today's marvelous technology.