Virtual Meetings 101 - 9 Things to Check Before the call
Cecily Giancaterino
Jun 26, 2023
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11 min read
CRM
As we settle into the new normal of working remotely, virtual meetings have become a part of our workday. When working from home, conducting meetings and furthering deals with customers doesn't need to come to a halt. Using online platforms that allow audio and video communication along with some more features that make it easy to facilitate a virtual meeting is a big part of how companies can continue doing business.
While conducting such calls isn't really rocket science and we have all used such a platform a few times before in our lives, there are certain things you should check before you go on a call with your clients or business partners. Ensuring that you have a checklist of sorts to go through before starting any virtual call allows you to eliminate any margin for error and be prepared for anything that may come your way during the call.
This is especially necessary if you have been working as a field sales rep and aren't used to a work-from-home remote set up. When getting ready for a meeting face-to-face, the kind of preparation you do is different to what you will do for a virtual one. Getting ready with your printed marketing materials, lucky pen, and presentation file is a vastly contrasting pre-demo checklist than the one you will need in the time of COVID-19. Get comfortable with a virtual platform as more and more meetings are taking place through web conferencing using screen-sharing presentations.
Key Takeaways:
- Embrace virtual meetings: Virtual meetings are a vital tool for seamless remote collaboration, enabling efficient communication and fostering productive collaboration among teams regardless of geographical locations.
- Prepare for success: Prioritize technical preparations, including stable internet connection, reliable video conferencing software, and testing audio/video settings. Set a clear agenda and familiarize yourself with the features of the virtual meeting platform.
- Create an engaging environment: Optimize lighting and camera placement, eliminate distractions, and encourage active participation. Utilize visual aids, interactive tools, and breakout rooms to enhance engagement and collaboration.
- Communicate effectively: Practice active listening, speak clearly and concisely, and encourage open dialogue. Utilize visual cues and consider using the chat function for written questions or comments.
- Address disruptions proactively: Establish ground rules, such as muting microphones and raising hands, to avoid interruptions. Encourage participants to report technical issues privately and be prepared to troubleshoot as needed.
- Set an agenda: A well-defined agenda provides structure, keeps discussions focused, and ensures all relevant topics are covered. It allows participants to come prepared and contributes to a more efficient and productive meeting.
- Leverage FiveCRM's capabilities: FiveCRM offers integrated video conferencing, shared document collaboration, and task management features that streamline virtual meeting workflows, enhance team collaboration, and boost overall productivity.
Table of Contents
Choose the platform you want to use
Even before the pandemic shut down offices, remote working has become a trend among many professions all over the world. Due to the ease of use and the fact that it allows you to speak conveniently with people in different parts of the world, web conferencing has become popular and has moved ahead of just Skype. There are now a number of different web-based audio and video conferencing platforms that allow people from all over to connect with each other.
Based on convenience, pick a platform such as Zoom, GoToMeeting, or Google Meet, all of which are easy to use and convenient for everyone to access. Depending on what your client is comfortable with you can pick one of the many web-based platforms everyone knows how to use and can connect to.
Check what device your client will be using
Always make sure to check with the person you will be speaking to about what device they will be using and what they are comfortable with. If the platform being used is new to them, remind them to download it and help them set it up if needed.
Letting them know your plan for the presentation will also allow them to better choose a device depending on whether it's just an audio call, a video call, needs screen sharing, etc.
Set up an invite for the virtual meeting
As a host, you will have to set up a meeting on the platform you and your client have mutually chosen. Add the title, date, and time, including the purpose of the call. Make sure to check the time zones and set up the invite accordingly.
Email and create a calendar invitation
Once an invite for your virtual meeting has been created, you will get an attendee link with conference code and call information. Email this to everyone who will be joining in on the call with a formal invite and ensure everyone can confirm the meeting time and date.
Make sure to also create a calendar invitation with all the details to the web conference so your attendees don't have to search through their email inbox for the required information when it's time for the meeting.
Join early to check how everything is working
There is nothing more embarrassing than getting on the call and realising your microphone isn't working or there's a problem with your internet connection. Always log in 10 - 15 minutes early to make sure all systems are working perfectly without any glitches.
Ensure screen sharing is possible
This is one of the most important aspects to check before any meeting. When you are presenting, using the screen sharing option is very useful as it allows everyone else on the call to see exactly what you see on your screen. This way you can display product and service presentations, without having to ask people to open different links and documents individually on their own screens.
Prepare your screen for sharing by closing all tabs and windows with personal pictures, social media, emails, and such. Look at your screen like your client would and remove anything that looks unprofessional and doesn't need to be viewed by them. If you are presenting something, open and maximise it on the screen so when you start sharing that's where you being and don't need to scramble to find your presentation at the last minute.
Add the attendees to the meeting when they come online
Most online meeting platforms require the host of the meeting to add the attendees into the call when they come online and ask to join in. As people start coming online, make sure to be there and add them in. Being late and keeping them waiting will look unprofessional just like in a meeting in person.
Record the meeting if needed
Before you begin, take permission from everyone to record the meeting if that is necessary. Recording the meeting will allow everyone to go back to it at a later date for important points discussed. It also works as a record to use for people who weren't present in the meeting at that time.
Stay calm and don't panic!
Every once in a while, even after ensuring everything is working perfectly, there may be a hiccup or two. Right as your virtual meeting starts, your neighbour's kids start playing loudly outside in the pool or the gardener starts mowing the lawn - these are unforeseen things you just can't do anything about!
Keep in mind that everyone has been through this at least once in their life and that it's okay. You can't plan for everything so stay calm if something does go wrong. Instead of panicking, laugh it off and move forward with your meeting.
These tips may seem basic but trust us, running through this checklist can save you a lot of time last minute! Adapting to the new normal is the best way to move forward as a sales rep. Learn the best tricks to make remote working easier and keep carrying on with making deals.
Conclusion
Virtual meetings have revolutionized the way teams collaborate, allowing for seamless communication and effective collaboration regardless of physical distance. In this blog post, we explored essential considerations for successful virtual meetings and how to maximize their impact on productivity and engagement.
By following the tips and best practices outlined, you can ensure that your virtual meetings are efficient, engaging, and result-driven. From technical preparations and creating an engaging environment to fostering effective communication and addressing disruptions, each element contributes to a successful virtual meeting experience.
At FiveCRM, we understand the importance of virtual meetings in today's business landscape. Our CRM solution is designed to support and enhance virtual meeting effectiveness. With integrated video conferencing, document collaboration, and task management features, FiveCRM streamlines your virtual meeting workflows, boosts team collaboration, and improves overall productivity.
Don't miss out on the opportunity to experience the power of FiveCRM for virtual meeting success. Book a free demo today and discover how our CRM solution can empower your team, optimize virtual meeting processes, and drive business growth.
FAQs
1. Why are virtual meetings important? Virtual meetings have become essential in today's digital landscape as they allow for seamless remote collaboration, regardless of geographical locations. They enable teams to connect, communicate, and conduct business efficiently and effectively.
2. What are the key benefits of virtual meetings? Virtual meetings offer numerous benefits, including time and cost savings, increased productivity, flexibility, and the ability to connect with a geographically dispersed audience. They also facilitate real-time collaboration, idea sharing, and decision-making, enhancing overall team efficiency.
3. How can I prepare for a successful virtual meeting? To prepare for a successful virtual meeting, ensure you have a stable internet connection, a reliable video conferencing platform, and the necessary meeting agenda or presentation materials. Familiarize yourself with the features of the virtual meeting software and test your audio and video settings beforehand.
4. What technical considerations should I keep in mind? Technical considerations for virtual meetings include checking your internet bandwidth, using a wired connection for better stability, having a backup plan for power outages or internet disruptions, and ensuring you have the latest version of the video conferencing software installed.
5. How can I create an engaging virtual meeting environment? To create an engaging virtual meeting environment, optimize your lighting and camera placement, eliminate background distractions, and encourage active participation from attendees. Use visuals, interactive tools, and breakout rooms to keep participants engaged and encourage collaboration.
6. What should I do to ensure effective communication during a virtual meeting? For effective communication during virtual meetings, practice active listening, speak clearly and concisely, and encourage open dialogue. Use visual cues like nodding and hand gestures to indicate understanding and engagement. Consider using the chat function for written questions or comments.
7. How can I address potential meeting disruptions? To address potential meeting disruptions, establish ground rules at the beginning, such as muting microphones when not speaking and raising hands to avoid talking over each other. Encourage participants to report any technical issues privately and be prepared to troubleshoot as needed.
8. What is the importance of setting an agenda for virtual meetings? Setting an agenda for virtual meetings is crucial as it provides structure and clarity. It helps keep discussions focused, ensures that all relevant topics are covered, and allows participants to come prepared with relevant insights or materials.
9. How can FiveCRM support virtual meeting effectiveness? FiveCRM provides robust solutions to enhance virtual meeting effectiveness. With features like integrated video conferencing, shared document collaboration, and task management, FiveCRM streamlines virtual meeting workflows, improves team collaboration, and enhances overall productivity.
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