ways2work > How to do it > Re-thinking business travel > Using ICT to reduce business travel > Top tips for successful virtual meetings
Top tips for successful virtual meetings
Here are some out-of-the-ordinary tips about virtual meetings (that is, a meeting held using a video, web or audio conference):
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Don't forget to include comfort breaks in the agenda for a virtual meeting
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If you are setting up a video conference between more than one other site, and you are not experienced with the equipment, do have a trial run and make sure a technical person is on standby
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Do make very sure that you know when video conferencing equipment is on or off. Remarks made before or after the meeting that are supposed to be private might be beamed to other sites. Be especially careful when you first walk into the meeting room not loudly to voice your opinions of the other parties
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In a video conference, or when using a web cam, do make yourself look straight into the camera. Directing your gaze elsewhere, for example at a monitor or computer screen, sends a signal of untrustworthiness
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Be very careful about noise in an audio conference. First, the specialist microphone-and-speaker equipment sits on a desk and easily picks up the sound of tapping pencils, clinking glasses and shuffling papers. Second, the way the ear works means that background noise is much more noticeable to other people on the call than it is to the person at the noisy site
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Don't wear stripes or checks in a video conference as they will strobe and be distracting
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If you work in an open-plan office you should try to get to a closed room to take part in an audio conference. But if you can't do that, fly a balloon above your workstation to let others know you are on a conference call
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Don't use a virtual meeting to convey lots of information – that can be done by email. But if you do have a speech to make, then write it out and rehearse it, so that you are clear and professional
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In an audio conference, we don't see people nodding or hear sounds of agreement or comprehension. So unconsciously we think people haven't understood, so we repeat ourselves again and again. Try to say what you want to say just once, clearly, and ask if people have questions. Respect a chairperson / moderator who intervenes to cut you off if you are rambling
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Be democratic about time zones. If you regularly have virtual meetings with people the other side of the world, then do be fair about sharing out the early morning or late night meetings. It can send a dismissive signal if you insist on always holding the meeting during your working hours. A free tool that helps you plan when to hold virtual meetings or phone calls is timeanddate.com
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If you wear a wireless microphone for a video conference or a video-broadcast event, do make sure you know when it is on or off, especially when taking a comfort break.