Are you getting the most out of online meetings?

Technology has forever changed the landscape of the way we conduct business. The same way that our personal interactions are shifting to an online, social-media environment, businesses have shifted many of their management activities to virtual meetings.

Running such a meeting is both similar and different from running face-to-face meetings, and how well you understand that concept will determine whether your online meetings are successful or a waste of time.

I've been running my own consulting business for seven years, and I find myself participating in online meetings on an almost weekly basis. I have clients, partners and colleagues across the country, and recently I've been using the services of contractors worldwide. Managing that geography of key resources means I have to leverage the varied online tools that exist.

Although many of my interactions are with just one other person, sometimes that conversation is via a platform, such as Skype, JoinMe or GoToMeeting because I want to “see” the person or I have real-time content I need to share. But the minute you add a third party to your meeting, the unique challenges of virtual meetings come into play, and the larger the attendance the more important these guidelines become.

Keys to success

No matter what type of meeting you're conducting, there are basic guidelines that should always be followed:

Have a set agenda with a coinciding time frame for the discussion items. This helps keep things on track, prevents side topics or conversations from overtaking the focus and, with a determined meeting manager, can result in clearly defined next steps.
Make sure everyone has an opportunity to share their thoughts. This is critical for the group to feel invested, get behind the conclusions and support what's next on your long-term agenda.
Follow up after the meeting. Recapping some of the discussion points and the agreed-upon next steps and assignments will reinforce the results and expectations, and give you another opportunity to thank everyone who participated.

These concepts seem basic, especially if you have experience leading meetings, but when you add participants who are joining from all over the world, these steps become much more complex.

Considerations for virtual meetings

Having a set agenda that is shared in advance with participants is even more important for virtual meetings because it keeps everyone focused and engaged.

The most critical component is the technology you choose to use. There are numerous online services that each have their strengths and limitations. The purpose for the meeting, the number of participants you will have and the extent to which attendees will be participating all factor into determining what online platform you use.

For small, intimate meetings with up to 10 people, Skype is a great platform because participants can all be connected via video and can share screens or files of any size. Skype also is available as a mobile app.

When I'm conducting an online training program, my go-to platform is JoinMe.com. I have the Pro version ($149 per year), which allows customization of the welcome screen that attendees see. I can share anything on my computer including the whole screen itself or specific open windows. Because of the integration of my computer's webcam, a video stream also is viewable along with streams of my participants, if they choose to allow it.

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GoToMeeting is another similar service that many businesses use. I'll cover these services in more detail in a future column.

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If you are the moderator of a virtual meeting, it is good idea for you to be on the call 10 minutes before the meeting starts so you can handle any problems that might arise. (Photo: iStock)

Test and practice

Suffice it to say, practice makes perfect. Prior to your meeting run a mock setup with real people because these platforms are great when they work, but horrible when they don't. Make sure you've tested everything.

It's also good protocol for you as the moderator to be the first on the call. You don't want your attendees to hear “The moderator has yet to join the meeting.” By dialing in or launching the platform five or 10 minutes prior to the start time, you are available to address any attendee issues or troubleshoot problems with your selected platform.

If the numbers allow for it, be sure to ask everyone “Who just joined the call?” At minimum, include an introduction of each of the speakers. If you have the luxury of a staff person managing the platform for you, identify that person in case there are viewing or hearing issues.

Housekeeping announcements

As a meeting moderator you have certain “housekeeping” announcements before beginning a virtual meeting. Remind them to turn off any “on-hold music.” If you are not doing a group mute, be sure to tell everyone to mute their phones or computers unless they have a question. Many platforms have a virtual way to raise your hand to join the conversation, which adds convenience and keeps the discussion flowing.

Encouraging participation is always important with every meeting, but effectively doing so online is difficult. Video streaming, where you have the ability to read a person's expression and body language, goes a long way in knowing when and how to encourage contribution.

If you're on your own be sure you're comfortable with the technology, and that you understand all the moving parts. Be aware of checking the chat box regularly or seeing whether a hand is raised while you're running the meeting.

No matter how skilled you are at conducting meetings in person, online events take additional skill sets that, like everything else, need to be honed. But once you do, the added benefits to your agency will be well worth the effort.

Rick Gilman is president of South Orange, N.J.-based RGG Communications, a communications and public relations consulting business. Contact him at [email protected].

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