Hosting Online Meetings 101

Going Virtual

In a world where meetings are now held mostly online, it’s important to treat them as seriously as you would in-person meetings.

In the same vein, you will be discussing aims, sharing ideas, talking about your current tasks and, if time permits, catching up with your colleagues – all of this can increase collaboration, camaraderie and productivity.

So, if you ever have the opportunity to host an online meeting, you will need to be prepared so that it can run efficiently and effectively.

What You Need to Do

To make the process of running an online meeting less stressful, keep in mind the following:

1. Set An Agenda

To prepare yourself and your colleagues for the meeting, set an agenda in which you outline the items that need to be discussed. This gives the meeting structure and prevents it from going off the rails (more on that later!).

Once you have set an agenda, send it to your colleagues so that they know what to expect from the meeting, if they want to add any items to the list, and – most importantly – if they need to make preparations in advance should they be called upon to speak. Share the agenda with them at least 24 hours before the meeting.

2. Choose The Right Platform

Online meetings can be held over video communication platforms such as Zoom, Google Meet, Microsoft Teams and Skype. Each platform comes with their own perks – for example, Zoom is suitable for larger gatherings of participants and can be accessed via desktop apps, whereas Google allows larger storage for screen recordings and has better integration with Google Workspace.

Decide which platform is best suitable for the meeting. If you choose a platform you don’t normally use, then don’t leave it until the last minute to download and test the app. If you already have the app, it’s crucial that it’s up to date; if not, the app may not work properly, or not at all, on the day of the meeting.

3. Test Your Equipment

Make sure your laptop or desktop is fully charged or plugged in so that it doesn’t shut down in the middle of the meeting. You also want to make sure that it’s connected to the Internet, so test your LAN or Wi-Fi settings beforehand.

If you are going to be presenting on camera, check that the camera is working. However, if you’re camera-shy, then practise speaking to the screen like you would in front of a mirror. This will make you feel more comfortable and relaxed on the day of the actual meeting.

4. Break The Ice

Meetings in general can be daunting, if not awkward, which can make participants loathe to speak about anything save for items on the agenda.

For the first five minutes, open the meeting with casual conversation-starters, such as “How was everyone’s weekend?” or “What are you guys watching on TV right now?” This can help break the ice and create a more relaxed atmosphere for everyone involved.

This also encourages your colleagues to speak up and share their thoughts/opinions throughout the meeting.

5. Stay On Topic

As you present, introduce each item on the agenda. Break down each item into the most relevant points. Try not to spend too much time on each item lest the meeting runs over time or the participants lose interest.

Stick to the agenda as much as you can. If you open the floor for discussion, do your best to keep yourself and your colleagues on topic, as it’s easy for the meeting to veer into unrelated discussions, which might not leave room for any questions to be answered. If need be, politely redirect the conversation to the agenda items.

6. Any Questions?

After items on the agenda are discussed, now is the time to take questions. This is a good way to clarify points and address any concerns that may have arisen. It can also help to ensure that everyone is on the same page, to resolve misunderstandings and prevent miscommunication.

Encourage your colleagues to send you follow-up emails containing questions they might not have thought of or were afraid to bring up in front of everyone else. This strengthens communication and builds trust.

7. Share Files

Files such as the meeting minutes, resources (spreadsheets, PDFs, etc) and multimedia items (audio clips, video clips, etc) should be shared with your colleagues during or after the meeting so that everyone can refer back to them when needed.

To streamline workflow and increase productivity, place the files in a location (such as a folder or online storage platform) so that everyone knows where to find them and how to access them.

8. Thank Everyone

Finally, when the meeting concludes, thank everyone for attending. Express your appreciation for their time and contributions to the discussion. This makes everyone feel valued and reinforces the importance of their input.

You’re Ready!

Keep these pointers in mind before, during and after hosting an online meeting. Not only does this ensure that the meeting runs smoothly, but it also guarantees that they are engaging, focused and effective.

Ultimately, these meetings will become a useful tool for communication, productivity and teamwork – good luck!