Hosting an online meeting

How often do you arrange an online meeting as compared to directly face to face meeting in the current situation?

I would say that an online meeting becomes more and more popular and convenience, be it for work or social interactions.  The situation to remain social distancing and to avoid being too crowded in the same room create an online meeting as a favorable activity.

What do you need to prepare when you plan to host an online meeting? It is a luxurious situation if you have someone to plan, prepare and arrange it for you, so all you need to do is to master the module and topic discussion, then be ready on the online meeting as scheduled.

But what happen if you must arrange an online meeting yourself from planning, preparation to execution? It may not be too difficult but it is crucial to cover all the preparation check lists to ensure the meeting will run smoothly and properly.

In this writing, I want to highlight several factors for you to consider when hosting an online meeting.

1. Choose the suitable online platform to use

Some companies will already have online platforms with business accounts that can be used by their team for meeting.  In this situation, you might already be familiar with the platform and more comfortable to operate it.

Otherwise, you will then need to find the most convenience platform to use, whether it is at no cost or with charge depending on how do you wish to conduct the meeting, such as, creating the account for an online meeting platform, how long the meeting will take place, the number of participants, the ability to record the meeting, do you need multiple screen to be viewed, do you need to arrange breakout rooms, etc.

Take also some considerations on these factors, such as, do you need the participants to register on your meeting invitation, do you need to set a reminder to be sent to the participant a few days prior to the meeting schedule, do you need to create a custom follow up email to reach out to the participants failed to attend the meeting, etc.

2. The number of persons joining the meeting

Identify how many persons are expected to participate on the meeting, so you can list down their email addresses to send the meeting invitation.  If the meeting schedule has been agreeable in advance, it is easier to estimate the number of persons confirm to join the meeting.

If you are able to get the information on the confirmed number of participants to join the meeting sooner, this will facilitate and fasten your preparation because you can then finalize the necessary agenda.

3. Test the online platform and meeting equipment

Conduct a test on any necessary equipment that will be used for the online meeting.  Make sure that the internet connection is working well with good speed.  Most laptops and computer desktops now come with built-in cameras, so test the sharpness of camera as well as the position angle of camera frame.

Check the microphone to ensure that the volume level is sufficient for everyone in the meeting to hear you.  Is your headset ready on your desk and working properly?

4. Virtual background

Choose an appropriate and suitable virtual background depending on your meeting topic.  If it is a social online meeting, then you can choose fun, colorful and relaxing background to look more informal.  If it is for a business online meeting, then you can select more professional background such as office look, meeting space, clean wall with painting and nice lighting.

There are now many virtual backgrounds you can select depending on which online meeting platform you finally use.  Alternatively, it is also easy if you prefer to create your own virtual background. Simply find your favorite photo, make an adjustment and voila, your own virtual background is ready.

5. Record the meeting

Find out if the selected online meeting platform will enable you to record the meeting.  Depending on the meeting culture and atmosphere, you might or might not need to inform the participants that the meeting is being recorded.

Having a thorough record can ease you in creating summary and for your references too.

6. Monitor the timing as per meeting agenda

It is good if you allow spare time to do a rehearsal prior to the online meeting start.  The rehearsal can be conducted one day prior to the meeting schedule, so it will allow you to make correction and adjustment if necessary.  Doing a rehearsal is also good to be able to measure the timing of meeting not to overrun.

Sometimes, because of many questions and interruptions, the meeting hours can be over than the original schedule.  Allow an extra timing, for example, additional half an hour when setting the meeting schedule so that the meeting will also cover most of questions asked by the participants.

Don’t forget to also find out the most suitable time to conduct an online meeting specially if it will involve some participants from different countries.

Have a successful and fruitful meeting.