How to Organize Remote Virtual Meetings
In the performing arts, teams that are often geographically dispersed are required to coordinate and organize meetings. The distance between the various parties sometimes makes a physical meeting impossible, for example, in the case of a discussion between the production managers of a company at the festival venue and a director who remained at the headquarters. This article gives you some tips to handle this kind of situation at best.
Virtual meeting techniques have evolved significantly since the first conference calls, and include more and more satisfying video features, including mobile devices. For live performance professionals, choosing a virtual meeting can save time, money and productivity. But it also has some pitfalls.
What Precautions Should Be Taken before Organizing Your Virtual Meeting?
First, define the number of participants for your meeting. Is it a meeting of your technical team? Communication officers? The number and function of participants depend on the topic (s) on the agenda. Choosing your contacts will help you limit the risk of malfunctions, technical problems and interruptions.
Perhaps more than in a physical meeting, good preparation is important (upstream briefings, briefing notes, etc.). The main facilitator must also be well prepared (introduction, explanation of the meeting, etc.). The more structured your virtual meeting, the more likely you are to overcome the inherent defects of this type of conference (loss of rhythm, simultaneous interventions by different participants, etc.).
Perform technical tests (connection status, network configuration, audio and video). You will avoid unpleasant surprises on D-Day.
Ensure the Smooth Running of Your Meeting
Should we use video? The image can greatly promote immersion and thus counteract one of the main thrusts of virtual meeting. The size of the image determines the sensation of presence. Some companies have understood this and offer consistent facilities that reinforce realism. On the other hand, video can increase the risk of technical problems, and the threads of the meeting, which is counterproductive.
The respect of the turn and the time of speech of each one is very important. Define simple rules, such as speaking for each speaker, especially when there is a high number of participants. Think of the post conference. If a significant number of points are addressed during the meeting, it will be difficult to keep the essential points without taking notes. Some tools like ezTalks Cloud Meeting are dedicated to managing all the steps of a virtual meeting and allow you to record your conversations.
Get the Most out of Your Virtual Meeting
As with any type of meeting, it is essential to draw up a rigorous report. Solutions such as Evernote or Google Keep will be of great help. Use participatory tools to effectively take into account everyone’s comments (such as a Google Doc).
Learn from your experience: you may not be used to such meetings, or it may make you feel uncomfortable. Try to take stock of your performance, and learn from it to do better next time.
There are a number of solutions for conducting virtual meetings.
The most common and free virtual meeting software – ezTalks Cloud Meeting offers basic functionality and are ideal for efficiently conducting your virtual meetings in small groups. Paid solutions have the advantage of offering more advanced features and additional services. It is up to you to choose the solution that best suits your business needs.