10 Virtual Meeting Tips

Presenting in meetings is an art, and in today’s world it has become increasingly more crucial to have good online meeting skills as well. Whether due to nationwide lockdowns, inclement weather conditions, or simply because you are meeting with international colleagues and clients, many of us have had to learn how to manage and lead our teams virtually over the last few years.

In this article we take a look at the top tips for effectively and efficiently holding and participating in online meetings, whatever your industry.

The mute button

If hosting a meeting with more than 2 or 3 people, having control of who can talk and who can't talk and when is invaluable. It’s likely that you will want your meetings to be as short and concise as possible, so it is a good idea to find out where the button is to mute everyone before you start your meeting. Just remember to click it again when you want to unmute people for discussions. It also helps keep background noise to a minimum, too.

 Screenshots and share screen

Learning how to share your screen when presenting is one of the best ways to get your message across to meeting attendees. You might also benefit from learning how to take screenshots so you can send these images to your attendees, giving detailed instructions of how to access different documents and clearly explaining what you expect from them. These skills are particularly useful if you are meeting with people who have not used online meetings very much, as they can help you teach them how to use the system remotely.

 Microphone equipment

Whether you are going to present visually or not, being able to speak rather than type to attendees is a massive advantage. Investing in a good microphone so that everyone can hear you clearly without creating white noise is a great idea. You can find a list of the top 5 microphones for video conferencing and calling at Techwiser.

Video equipment

If presenting an online meeting, the closest you can get to feeling like you’re attending the real thing is to host with your camera on so that everyone can read your facial expressions and body language. For this to be effective, you need a fully functioning webcam. 

Fortunately, most laptop computers today come with a camera built in. Yet, if you are still working from a desktop machine, you may be interested in devices such as the LogiTech Streamcam.

RELATED: The Best Webcams for 2022

Backgrounds

Selecting a background is a great way to make sure that your meeting attendees can still clearly see you, whilst also covering up anything distracting that you might have going on behind you. If working from home, for example, you might also wish to protect the identity of your children should they walk past, or simply hide that pile of washing in the corner! 

Backgrounds and filters can backfire and sometimes make you look unprofessional, however; we’ve all seen the viral video of a lawyer who had to attend a virtual court hearing with the face of a kitten after using his secretary’s computer. If you’re going to use a background, check that you can get it to work correctly before joining your next live meeting.

Headphones

One tip for presenting on Zoom or any other online meeting platform is to invest in a good set of headphones. You can have the quietest home office in the world, but headphones are truly the only way to ensure noise from other people talking in your meeting doesn’t get picked up by your microphone and echo back to all in attendance. Apple AirPods are great for preventing this loud, electronic, screeching echo sound, but headphones of any design will also do the trick.

Zoom tips

Popular with startups and other businesses of all sizes, Zoom allows you to meet with up to 100 participants for up to 40 minutes at a time, completely free of charge. Some popular Zoom tips and tricks include selecting a background that looks professional yet will also hide anything distracting you might have in the background. Also, you can make the most of the free version by simply starting a new meeting after your first 40 minutes are over.

Microsoft Teams tips

Teams tips are particularly useful for educational establishments, many of which have invested in Microsoft Office. Microsoft Teams is also popular in other sectors, all of which can benefit from these few pointers. Firstly, decide how much input you want to have from meeting attendees. If you are hosting a large group, it is wise to access the meeting settings and turn off the capacity for others to show their cameras or microphones if you do not want to hear from them. This allows you to present freely without interruptions.

Breakout rooms

Breakout rooms are available on several online meeting platforms and they’re a great option for anyone needing their teams to work in smaller groups. They give an ideal platform that allows smaller groups to communicate and work together on a task, which might be more challenging in the main meeting room where you are more likely to have more people talking over one another as they try to work.

Collaborative working

Making use of live documents means you and your colleagues can work on documents together at the same time. These services are readily available through Google’s suite of applications including Google Docs and Google Sheets. You can access similar options with Microsoft. Being able to edit and view documents in real-time is an invaluable tool for collaborative online meetings.

Virtual meetings definitely play a crucial role in the way modern-day business is conducted. However, there are certainly occasions when the networking and communication benefits of an in-person meeting far outweigh those of meeting online. In these instances, hiring meeting rooms to get your team together can be a cost-efficient and effective option.