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The Ultimate Guide for Virtual Meetings in 2022

What counts as a virtual meeting?

A virtual meeting is an event that brings people together over the internet or through a digital network to accomplish a common goal. People can communicate and share information in real-time without having to be in the same physical area with a well-organized virtual meeting.

Rise of virtual meetings:

  • According to Global Video Conferencing Market Analysis, the video conferencing market is expected to rise at a compound annual growth rate (CAGR) of 12.1% by 2023.
  • Global Market Insights now forecasts a 19 percent CAGR by 2026, with a projected value of $50 billion USD.
  • Nearly nine out of ten employees say video conferences cut down on the time it takes to complete projects, resulting in cost savings due to more efficient teamwork.
  • By 2025, nearly a quarter (22%) of the US employment, or over 36 million people, would work remotely.

How to ensure success for your virtual meeting: 

Make a virtual meeting more interactive by carefully organizing every aspect. This entails finding engagement methods that stimulate involvement as well as recognizing hosting approaches that make individuals feel at ease.

1. What to consider before the meeting: 

  • Choose the right virtual meeting tool & device:

You must first use the appropriate audio and Virtual Meeting Scheduling Tool to conduct a successful virtual conference.

  • Secure your meeting:

Avoid using your Personal Meeting ID and instead generate a unique link for each virtual meeting to prevent other employees or hackers from participating.

  • Troubleshoot with a test session:

By testing the tools ahead of time, you may avoid meeting delays. While your audio and video are being tested, test out screen sharing and chat.

2. What to do during the meeting:

  • Minimizing distractions

Close any non-essential apps and windows before the meeting, set your status to do not disturb, and prevent multitasking.

  • Switch off your microphone

Keep your microphone on mute until you’re ready to talk to avoid unwanted background noises.

  • Begin with greetings & acknowledgment

Greet and introduce co-attendees at the start of the virtual meeting to establish the tone for engagement.

  • Adding Virtual Backgrounds

Add Virtual backgrounds to enhance brand awareness and trust, and create a distinct visual presence that allows your individuality to show through. Share your digital business card by placing the QR code on the virtual background.

  • Sharing contacts via Public Profile

Make sure to share your one link public profile with your contacts to make it easier for them to join the meeting.

3. What to do after the meeting:

  • Assign action items

Be strict about putting meetings to a close at their scheduled times, leaving five minutes for wrap-up and future steps. Any assigned action items and delivery timelines should be understood by all attendees.

  • Invite questions for clarification

Invite questions from the Participants to clear their clarifications so that future meetings are much more effective.

  • Highlighting key issues 

When the virtual meeting is finished, provide a brief summary of the discussion to all attendees. Ensure that it contains meeting notes as well as a summary of any action items.

Connection challenges, software issues, disruptions, and schedule issues may occur if your virtual meetings are not adequately planned. To have a better Business Relationship Management in the future, it is essential to prepare yourself with the best practices discussed in this infographic.