Now that we’re all going digital, hosting virtual meetings and rethinking how we connect to our communities; technology has become even more prevalent in the day-to-day hustle. It’s not always easy learning these things, especially when life demands we learn them all at once. BBB® Serving Central Oklahoma wants to make sure your business is prepared to keep the momentum going as we all continue to learn and build our skill sets. Below are some best practices and tips to host a virtual meeting or presentation.
Research platforms
As you plan and begin laying the framework for your meetings or presentations, thoroughly research various platforms and choose one that best fits your need/technology capabilities. You’ll want to compare audio options, registration options, video quality and host controls.
First, read through the platform’s audio capability and decipher what audio options best suit your needs. Compare computer audio, recording ability, microphone options and more before you choose to host a meeting. You can usually find this information in the frequently asked questions section or through other online resources.
Once you choose a platform and decide how to run your audio (through calling in or through computer audio) you’ll want to update your attendees so they can be ready before the presentation or meeting kicks off. Consider sending this information along with links and other resources the morning of your meeting or presentation.
Follow this link to learn more about how audio can affect the professionalism of your virtual meetings: https://highfive.com/blog/how-audio-quality-affects-meetings
Second, don’t miss the opportunity to track your attendees through registration. This will help you understand your audience reach and connect with them all in one place. Some platforms allow you to request registrations through the platform directly or you can use a Facebook to house event or an Eventbrite page and request that guest register online ahead of the event.
How to create an Eventbrite event
How to create and edit a Facebook event
If you are hosting a meeting, you’ll want to check the video quality options and what capabilities you have as the host or presenter of the meeting/presentation. Some platforms will allow the host or presenter to mute guests or turn off videos and chat features. It can be helpful to know your options before you start or host a meeting. Consider practicing or setting up a trial meeting with a colleague to test the audio, video and other features.
Check out this resource to learn more about video presentations: https://www.sodapdf.com/blog/video-conferencing-apps-virtual-meetings/
Virtual meeting etiquette
Now that you have an idea of what platform and options you will be using to host a meeting, think about how you want to present your information, messaging and the tone of your presentation. No matter the amount of planning you do, if you fail to provide a certain level of professionalism or follow basic virtual etiquette rules, you’ll miss your opportunity to truly connect to your audience.
First, don’t forget to practice your presentation or meeting beforehand. This step is crucial if you want to appear polished and buttoned up. For virtual meeting, your ability to navigate the platform and troubleshoot with attendees says a lot about how prepared you are for your meeting.
Second, know your surroundings and set up for your meeting. During any video call make sure to:
- Create a clean and simple background, free of distractions and background noise
- Consider wearing headphones to help minimize the background noise from your own setting or environment
- Silence your phone or laptop to avoid noise distractions
- Turn off your video if you get up during your meeting or presentation
- Speak clearly and avoid rushing your words so guests can easily understand you
- Ask a colleague or friend to tune-into your meeting and provide feedback like audio delays or glitches so you can quickly address any issues
Follow the links below to learn more about virtual meeting and presentation etiquette.
The 7 Rules of Virtual Meeting Etiquette Every Professional Should Know
The ultimate guide to remote meetings in 2020
Improve your online meeting etiquette
For new tips and updates to help your business #WeatherTheStorms, follow BBB on social media @BBBCentralOK (Facebook, Instagram, Twitter, LinkedIn, YouTube and Google My Business). We’ll keep sharing resources and tips to help you build your business. For more blogs and resources, follow this link to BuildWithBBB.com