The world is getting smaller and smaller. And because of the current pandemic, organisations most likely have all or most of employees working remote. And thankfully, technology has made remote communication very easy. However, effective communication is not only based on technology, you still need to apply a few golden rules to communicate effectively. This blog will highlight some preparation and execution tips that will help when organising effective online meetings. 

Preparation phase:

Essential people: The one who is in charge of the meeting, should only invite people who have a responsibility within. If the findings of the conference are important for the entire organisation, you need to point someone out who will take minutes and will send a document out. This document will include the main findings which are useful for the entire organisation. 

Scheduling: Make sure that the meeting is scheduled at a time that suits everyone. To view when everyone is available, we recommend using  wheniwork.com.This software assists in Appointment scheduling, automated scheduling, class scheduling, employee scheduling, facility scheduling, and resource scheduling. 

Also, take time zones into account. Your colleague in China has a different timezone than you in England. Try using timezone.io. This software facilitates the scheduling of a meeting. It will tell you where they are located so as to plan in a meeting. No need to Google “What time is it in Jakarta”. 

Notification: Before the meeting, make sure to send out an email with a reminder of the meeting. A useful tool to use is Google Calendar; this tool will allow the participants of the meeting to add the session into their schedule. This tool can also notify the participant before the meeting to remind them. A second app which you can use is Outlook calendar. This app will allow you to send text message notifications when items about the meeting are updated, for example, if there is a change in time. You can change the time of the meeting and notify the participant of the meeting without sending an extra e-mail.  

 

Execution phase:

System: Test the tools you’ll be using beforehand. Some tools do not work on phones without downloading an app. Make sure you check that out. Skype is one of the most commonly utilised tools for online meetings. Another app is Google Hangouts, which is free to use up to 25 users. Within Google Hangouts you can video call and audio call. Everyone has the ability to mute their microphone and camera and also to share their screen with others. Another popular tool is Zoom, which allows you to have meetings with 50 users for a subscription fee of 14,99 dollars a month. Zoom has the same features as Google Hangouts. You can video call, audio call and share screens.  A final useful tool is Microsoft Teams. This app allows you to work in teams via a common space. You can use features like document collaboration, one-on-one chat, team chat, and more. 

Connection: Drop in the meeting a couple of minutes before to make sure your internet, video, mic and audio are working fine. Also, do the meeting in a serene environment and with a clear and quiet background because background noises can distract the call participants. 

Minutes: Make sure someone take minutes and makes a summary of the meeting. These notes should be clear and should highlight the main elements of the sessions; however, it should entail enough details that someone who could not attend the meeting can understand the gist of it all. 

 

Now we have highlighted the golden rules to organise an effective online meeting. These measures should help you out immensely, but if it doesn’t go as planned on the first try, not to worry! Practice makes perfect. What other tips would you recommend?

 

‘Success is nothing more than a few simple disciplines practised every day’ Jim Rohn. 

 

By Karishma Koellin

 

Sources: 

Droidoo.com

Zapier.com

Business.com

Inloox.com