Online meetings have several advantages: not only is it the best way to stay in touch when telecommuting, but it also allows you to work from anywhere in the world. They are ideal for small companies that do not have a place of business. However, participants in online meetings tend to be less attentive than in meetings that take place in person. So here’s how to improve your online meetings and keep everyone’s attention.
1-Have an agenda
Send your agenda at least 24 hours in advance to participants, so they have an idea of what will be discussed and give them the opportunity to prepare. Also, to make the process easier, it is a good practice to send a direct link to the meeting.
2-Prepare for your meeting
Be well prepared before your meeting: gather your notes and questions. Also be prepared for possible questions from participants. When preparing, keep in mind the objectives of your meeting so that you don’t forget any important points.
In addition, try to choose a time for your meeting that will fit well into your work day.
3-Share a visual
Use screen sharing to keep your audience’s attention and be as clear as possible. Having a visual aid is always appreciated to avoid chatter that is off topic.
Microsoft Teams allows you to view, share and edit Microsoft Word documents, Microsoft PowerPoint presentations, a whiteboard and Microsoft Excel workbooks in real time.
Also activate your camera so other members can interact with you. This will encourage other participants to do the same and see each other’s facial expressions in a virtual face-to-face setting.
4-Wait for your turn to speak
One of the biggest challenges in online meetings is knowing who should speak. Take the time to listen carefully to others and wait your turn before speaking so as not to create confusion.
Wait for clear breaks in the conversation to speak and if your meeting is with many participants, remind them that they can use the chat window to share their thoughts or questions. Microsoft Teams also offers the option to raise your hand to notify the presenter that a participant has a question. This will help keep control and focus on the meeting agenda.
Punctuality at the meeting is also very important, even in a virtual format. Just like in face-to-face meetings, it is always disruptive when someone arrives late and can easily divert the conversation to another topic.
5- Prepare a summary of the points discussed during the meeting
If you are planning a meeting with a large amount of information, prepare a document summarizing the important points to remember and email it to your colleagues afterwards.
You can also select the “Record” option on Microsoft Teams so that team members who can’t join the meeting can watch the meeting later or search for important information.
In Short
Online meetings are now a part of our daily lives, you can always improve with our tips and tricks. To improve your online meeting techniques, you can still register for our Microsoft Teams training. Don’t hesitate to contact us if you have more questions because summer is the time to improve!