The biggest key to keeping a virtual meeting on-track is by devising an effective agenda ahead of time. Even if you can foresee how you believe a video conference will run, hatching an actual plan for it in advance will ensure all objectives are met, and the gathering doesn’t go on longer than necessary.
Of course, different video calls will require different types of meeting agendas. That said, there are a number of considerations which should always be kept in mind when it’s time to schedule a meeting. Let’s go through those:
Decide on a Date
There are instances in which the date a video meeting is scheduled will inform the structure of an agenda. This could be because of an impending deadline, the availability of certain team members, or even how many people are calling in from different time zones.
As soon as a date is agreed upon by those who need to attend a virtual meeting, you can soon begin to visualize what the agenda should look like.
Set a Time Limit
Arguably, the most important aspect of a meeting agenda is the time limit you attach to it. As you know, everyone on your staff is busy. Clients, who you may be welcoming into a team meeting, likely have other appointments and commitments to get to after your call.
The benefits of setting a time limit is twofold: Firstly, it establishes parameters and will keep the live video chat online focused on specific topics. Secondly, a hard-and-fast time limit allows participants to schedule the rest of their days accordingly, without having to wonder if this particular event will cause their calendar havoc.
Make Attendees Aware of the Agenda Ahead of Time
Days ahead of the virtual meeting, provide all attendees with a copy of the agenda. This will inform them about which online meeting platform is being used for the video call, which topics will be discussed, as well as who will be presenting and for how long.
By sharing the meeting agenda in advance, you are making sure all involved with the call know what to expect. This will help them plan accordingly for the gathering and be prepared for their roles within it.
Ensure Presentations are Ready to Go
If an errant conversation doesn’t threaten the timing of a virtual meeting, a presentation not being ready to go will definitely do the trick instead.
Ahead of your online team meeting, check in with staff to see that their presentations are organized and will fit within the window of time they’ve been allotted to do them. What’s more, confirm that they have worked out all potential technical issues which could lead to a multimedia-laden presentation not reaching its conclusion.
Run a Tight Ship
Once the virtual meeting has begun, your first priority is to pay attention to all business matters being discussed. Watch all presentations closely and ask any questions you find relevant.
In the midst of this, however, you still need to run a tight ship. Keep the live video chat online moving in a positive direction, all the while seeing that meeting segments do not go over time. There could be times where you have to drop the hammer and cut certain conversations short to see that everything gets covered in some capacity.
This may appear cruel at the outset, but over time your staff will learn that when you schedule a meeting, certain agenda-related expectations need to always be met. They will adjust, and future online staff meetings will become more organized and efficient.
Banty offers video conferencing solutions for business that help all hosts implement a meeting agenda, and stick to it.
Tap here to learn more about our services, and the 14-day free trial period available to all new customers.