This is the era of technology & we are more on tech. Time has changed a lot. Since the pandemic happened, remote working has become the norm across many industries, businesses are now relying on Zoom, Skype, GoogleMeet & other online video conferencing tools to set up their meetings. Though we are used to hearing deluge of lousy headlines, there is plenty of positive news in the online world now. The online video meetings are becoming more productive than ever. The trend of remote working is getting popular while there are people who are still accustomed to the new way of doing things—and might not be sure how to make the most of these applications.
To sort this, we have compiled a handy guide on best practices for online video meetings.
Effective zoom meetings tips
1. Use the “waiting room” feature
If you have to deal with the frequent meetings, the waiting room feature comes handy. A virtual waiting room will help you prevent inadvertent meeting “crashers’ ‘ if meetings last long or curious workers hop on a call before the scheduled meeting time.
Zoom gives hosts the ability to place new participants in a virtual waiting room; without the host’s permission, these participants will not join the meeting. This is especially relevant if sensitive or confidential information is included in your meeting agenda, and this added protection will ensure you still have control over who is privy to the information addressed.
2. Record the meeting
This feature is probably the best among the rest as it allows you to record the meeting. There are times when certain members of the team will probably have to miss a meeting and recording the session will help them catch up with what they have missed.
3. Give everyone a chance to speak
While making a video call one of the most frustrating things is it’s hard to tell who is about to speak. Obviously, you can see the ‘mike icon’ which is on but if people talk at the same time, you are lost. So the best way is to allow everybody to talk and answer accordingly.
Pro-tip to avoid messing the conversation is -to Ask directed questions. Rather than addressing all people at once, ask a particular person to respond. Or Stay courteous to each other. Whenever it sounds like someone was trying to speak up, but others talked over them, circle back and ask what they’d like to say.
4. Use the “remote control” feature
Zoom allows you to take remote control of the team member’s screen during a meeting. This feature may be helpful for troubleshooting or diagnosing device issues. It also enables you to collaborate on a spreadsheet or other document format. For teaching digital functions such as animation, remote control functionality can be used.
Tip: Click ” remote control button” & pick anyone whom you want to grant remote access, and then then your screen can be taken over by that person. Adding this will allow him to access your screen remotely, demonstrate how to do a technical manoeuvre or help diagnose computer issues.
5. Send a follow-up email with things that are actionable
It’s a wise idea to implement a practice of sending follow-up action-item emails. That way, members of the team have a written and permanent record of their roles. If you find that you have to continuously circle back and remind team members about what was addressed on the call, you’re possibly having some video chat miscommunication.
The ideal way to send a follow-up email should contain the subject line
eg: “What is meeting about [X]: [date of meeting].” This way it’s easy to figure out what’s inside.
Bonus Tip: Collect feedbacks
Meetings become fun when there’s two-way communication between the members. If your team is just setting up for remote work, To streamline the video conferencing efforts, use this transition time. Ask your team whether the audio is working or not? Ask them to test the audio, increase the volume & so on. While certain obstacles, such as poor internet access or outside neighbourhood noise, come up midway on remote calls. This could be out of your radar, and it can go a long way to show your team that you care about making video team meetings successful. And yes, video calls will help the team feel more integrated and cohesive if you’re not interacting in person every day.
Feedback also helps you evaluate the numerous obstacles faced by your team. To help your team increase their concentration and boost productivity, you might push five-minute breaks.
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