Working with your employees on virtual meetings ensures they are well equipped and know how to best use the technology available. Doing so can also save them valuable time!
Check settings in advance
Before the call, employees should confirm with that they have the necessary plugins and most up-to-date technology. Additionally, several minutes before the meeting, employees should take it upon themselves to check that all camera and microphone inputs and outputs are channeled through the call.
Prevent unnecessary slow downs
Lagging, out-of-sync video and audio can be common, often due to network connectivity issues. Employees should include only key participants or group multiple attendees on a single dial-in when possible.
IT insights can enhance the meeting experience
With so many features available in today’s virtual conferencing solutions, employees aren’t always aware of the extent of capabilities available to them in their online meetings. Give your employees guidance on using in-app live chat rooms, collaborative whiteboards and direct file-sharing tools to enhance their next call.
Develop and share a checklist of tips
A great way to bolster success is for your employees to work together to develop tips that can be shared throughout the company and used to help ensure that virtual meetings run as efficiently as possible. Every organization is different and each will have its own unique considerations, but here are a few tips to help start a checklist for your employees:
- When using an external microphone, meeting organizers and attendees may need to switch from default, “built-in audio” and select the microphone as their audio device.
- To avoid accidental background noise throwing off the flow of conversation and decreasing speed with which participants can communicate, employees should encourage their meeting participants to remain muted until speaking.
- For those planning to share their screen, cuing up everything in advance helps avoid mid-meeting surprises. Pulling up tabs or trying to open files during a meeting can slow down the call and may cause the screen to lag.