The number of virtual meetings has skyrocketed in the past year. Virtual meeting platforms have seen a spike in use, including Zoom, which has seen an increase in usage of 246%.
Whether you’re planning a virtual meeting for your company or you simply want to get together online with a group of plans, the planning process can seem a little bit difficult.
That’s why we’ve put together this easy-to-follow checklist for planning your next virtual meeting.
Read on to learn everything you need to know to plan a virtual meeting without a hitch.
1. Select a Date, Time, and Platform Before Sending Out Invitations
It’s okay to put out feelers before you have the details nailed down, but don’t start sending out invitations until you know three things:
- Platform of choice
The larger the meeting, the earlier you’ll want to plan out these details. Trying to find a time and day that works for two or three people isn’t difficult. Doing so for a group of twenty or more is a little more complicated.
At the latest, you’ll want to send out your virtual meeting invitations one week in advance. Three or four days out, send out a reminder and ask people to RSVP so you know how many people will be in attendance.
2. Familiarize Yourself With Your Platform of Choice
Different platforms offer a different solution for web meetings. Make sure you know how all of your platform’s functions (ie muting the mics of attendees) work. You don’t want to be the host that loses precious time during a virtual meeting trying to figure out how to share your screen or unmute your co-worker.
3. Start With an Icebreaker
If there’s one thing we haven’t quite gotten used to, it’s the awkwardness of the virtual meeting. People may feel a little bit strange about letting others “into” their homes. Some people may struggle to find a quiet space and worry that the background noise of their household will become a distraction.
Put everyone at ease by starting with a light icebreaker. This doesn’t have the be a complicated summer camp-style game. Instead, you can do something as simple as asking people to state their name, their position, and other relevant information.
4. Stay Consistent With Hosting Methods
Make sure that your attendees can rely on your hosting methods. Sending out an itinerary or agenda in advance is a great way to keep things moving smoothly. You should also make sure that your hosting methods are consistent.
In other words, don’t mute the mics of some attendees but not others. Don’t respond to the chatbox sporadically and ignore certain comments or questions. Decide in advance what the rules of the meeting will be and enforce them throughout the entire meeting.
Plan Your Next Virtual Meeting Without a Hitch
The last year has been marked by the rise of the virtual meeting. In many industries, this development is here to stay. Use our checklist to plan your next virtual meeting without a hitch.
Looking for more business news and tips? Take a look at our business section for further methods you can implement in your work-life.