Business Productivity Center
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Get real results from virtual meetings with these helpful tips
There are a host of integrated audio, video and chat tools that allow people on opposite coasts to do business online and in real time. But if you don't learn the terrain before trekking into this virtual environment, all that technology isn't worth a hill of beans.
Here are some tips to making the most out of a virtual meeting:
Know thy tools. Vincent Laganella, director of corporate development for Laganella Consulting Group LLC, recommends that facilitators of virtual meetings conduct a dry run with a coworker to ensure all bells and whistles play according to plan. "Key skills you must master before you host are how to share applications, pass control to another presenter and field nonverbal questions from participants," he says.
See both sides.If you're the presenter and you have the equipment to do so, set up two computers on the day of the virtual meeting - one for you as the facilitator and one that shows the participants' view. Anthony Pensabené, public relations manager for VendorSeek.com, says, "This will give you a better idea of how well the Web conference is going. You will be able to see the formatting and presentation from the participant's perspective."
Allow time to download applications.Don't be the guy who is holding up the start of a meeting due to technical difficulties. "If you are a first-time user, tools like iLink and Microsoft NetMeeting have to push the meeting software to your browser before you can join," Laganella says. "Failure to do so can cause you to miss the beginning of the presentation, or worse yet, keep everyone else waiting for you to join."
Quit all instant messaging and email programs.This is particularly true if you are the presenter and sharing all windows. Imagine giving a presentation on Q3 financials when suddenly an amorous email from your girlfriend pops up in a preview window. Laganella adds that if you're a participant and you choose not to log out of these programs, turn down your audio so your online exchanges don't distract others on the audio bridge.
Leverage the leader to ensure you are heard.Meghan Roman, a remote worker and the director of Horn Group Inc., says: "If you need to jump in and say something, look to the facilitator first for your opening, so he or she can create space and your voice can be heard. If it's appropriate, integrate your piece on the meeting's agenda beforehand."
Lastly, don't multitask during the meeting. It might be tempting to read your mail, file papers or file your fingernails, but if you allow yourself to get distracted, you are bound to miss opportunities to prove your value to the team. Clear your desk and stay focused. Your teammates might not be able to see you, but your ideas - or lack thereof - can leave a lasting impression.
