How To Prepare For Your Video Conference Call | Top 5 tips for hosting your online meeting like a pro.
With most people working from home these days there is a good chance you will at some point either be invited to a video conference call or be asked to lead a video conference call. If you are new to preparing and hosting a virtual meeting we’ve got 5 tips to help you get started.
Video Conference Call Tips for Success
Tip 1: Preparation is Key
Be proactive and practice setting up and logging in for your video conference call. If you are using a program like Zoom make sure you know how it works including how to log in, how to share your screen, how to end a meeting etc. The last thing you want to experience when you are ready to host your meeting is technical difficulties that you did not prepare for. The more practice you do ahead of time the more prepared you will be to host your call.
Tip 2: Location, Location, Location!
Have a space to host your meeting. Do you have a home office or do you work at the kitchen table? Where you host your meeting will make a difference especially when you are on camera. Choose a workspace that has limited distractions and that allows you to focus, stress-free, on your meeting.
Tip 3: Focus & Privacy
Turn off notifications like messenger and other chats. Most meeting programs allow you to choose what you share at a meeting – the whole screen or just the slideshow. However, take that extra step to turn off chat notifications and messenger just in case. The last thing you want when hosting a meeting and sharing your screen is for personal messages to pop up for everyone to see.
Tip 4: Timing & Punctuality
Arrive early for your meeting and have everything set up in advance. Make sure your microphone works, your room is ready and everyone has the correct login information. Chances are some people will reach out to you for information before logging in. Being online early will help the meeting flow more professionally.
Tip 5: Participation is Important
Encourage participation from attendees. We all know distractions can pull us away from an online meeting. Add a PowerPoint to the mix and people may not be as engaged as they could be. Make use of all the tools available with your program or software that allow for more participation. Create a meeting that is both informative AND engaging for your participants, they will thank you for it!
Hosting a virtual meeting does not have to be an intimidating experience. Planning, preparing, and practicing will ensure that your meeting runs smoothly from start to finish.
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