Here's how you can effectively manage virtual meetings and conferences.

While speaking of virtual meetings it is sometimes very much difficult to keep everybody involved and well informed. In order to be a good host or attendant it is crucial to set clear goals and objectives for meetings specially for virtual once. It is quite obvious that meeting agenda should be concisely structured so as every point is discussed and and appropriate message is passed on or piece of information is shared correctly. Have always seen having clear agenda and topics of discussions well informed has always made meeting outcomes productive. I have always believed that there should be equal enguagement of all the members on meetings so as to have a good meeting.

Prepare, Plan & Prioritise My best meetings were when had done: 1. Good preparation, including prior engagement with key contributors beforehand; 2. Plan logistics and clear agenda / timelines; and 3. Ensure key items are prioritised upfront of meeting so don't run out of time.

If you're hosting a session with speakers, make sure you get online with the speakers 5-10 mins prior to the start so that you can go through things you may have forgotten in a pre-call. Getting attendees to turn on their cameras is very helpful, and garners far more engagement as the session goes on. Break out rooms and use of menti, or chat function is helpful to incorporate those less willing to speak up.

Managing virtual meetings and conferences effectively is crucial, especially in today’s remote and hybrid work environments. Here are some strategies to help you lead successful virtual meeting. Have Actionable Talking Points: When speaking, ensure your points are actionable. Leave participants with a sense of what you expect from them. Be concise and focused. Conclude with Next Steps: Summarize the meeting’s outcomes and discuss how you’ll track deliverables. Share any notes afterward and reflect on how you can improve your leadership. Remember, effective virtual meetings require thoughtful planning, engagement, and adaptability

While planning a virtual meeting it is crucial to set the agenda of the meet. One need to finalize the topics that are going to be covered under this agenda. There should be clear notification in advance to the moderator and any guest speaker if it is so. Attendees should also be well versed about the topics to be discussed during the meeting so that they can prepare their queries or doubts.

Tips: Cuando se comparte una pantalla, si quien comparte utiliza más de un monitor, debe compartir desde la pantalla principal del equipo para evitar que los asistentes vean la imagen demasiado pequeña o demasiado grande

Test audio, video, and internet connection. Ensure software is up-to-date and compatible. Run a practice session with key participants and prepare backup communication channels and a troubleshooting guide.

Technology is a vital part nowadays. Without any proper online meeting software or application, it is not possible to execute such meetings. Before the meeting we should finalize the Meeting application which suits our meeting agendas and needs. After selecting a suitable digital platform for a meeting one should assured that there are no or minimum possibilities of any technical glitches.

As much as there are a number of things outside of your control, take a detailed look at everything that falls within your purview and a quick look at everything else. If it is acting unusual, replace it. You don't want to miss out on the most important part of the meeting. Neither do you want to get cut off mid-speech. For everyone else, your glitches can easily get annoying when it happens one time too many.

Start with a thorough tech check before the meeting begins. Have all participants test their audio, video, screen sharing, and any other necessary features. Provide clear instructions on how to use the virtual meeting platform's functionalities. Designate a tech support person to troubleshoot any issues that arise during the meeting. Encourage participants to speak up if they are experiencing technical difficulties. Have a backup plan, such as dial-in options, in case of connectivity problems. Regularly check in on the tech setup throughout the meeting to ensure everything is running smoothly. Proactively address any technical hiccups to minimize disruptions to the flow of the meeting.

In virtual meeting participants engagement is crucial, direct questions/involve with audience made the meeting effective. Propel the meeting with reasonable pace with good listening ability. One more thing that makes sure app connectivity with clear sound, proper scheduled, participants acknowledgement, meeting agenda and time zone alignments is prerequisite.

Virtual meetings and workshops can be tricky but the sooner you can get folks to participate the better! The more time that passes without them participating, the more likely they are to tap out. If the group is small, have everyone do a quick intro or ice breaker. For larger groups, use the poll function or chat box to get the juices flowing. Make sure you have plenty of opportunities for participation and engagement (the rule I've heard is something fun every 7 minutes). As a facilitator, try to positively validate everyone's contributions (use their names!) and show that it's a welcoming environment to participate in.

Start on time, stick to the agenda, and engage participants using interactive features. Facilitate discussions actively to keep them on track.

Don't be afraid to ask pointed and open ended questions, especially if your meeting requires that you get answers and information from your audience in a short amount of time. Allow yourself to be vulnerable when you don't know the answers and ask others on the call for help. Make sure to engage people from each area being represented on the call and reiterate why you need the information. Create an atmosphere on the call that encourages people to interrupt you as needed and to correct you as needed. Seek validation from your audience. All of this can help you build trust with your audience.

- Quem são as pessoas que devem participar desta agenda? Não faz sentido colocar pessoas que não tem a ver com o assunto, outra má prática é incluir todo um time sendo que só algumas pessoas conhecem sobre aquele assunto que será tratado na reunião. Em uma reunião para falar sobre o novo processo de cadastro de clientes não precisa mandar o convite para todos os analistas de processo, convide apenas o analista responsável pelo cadastro. Se a reunião é para falar do cadastro de clientes pessoas físicas, as pessoas que cuidam de pessoas jurídicas não precisam ser chamadas.

Start by setting a strict time limit and sticking to it to respect everyone's schedule. Use a timer if necessary to keep segments of the meeting within their allocated slots. If the discussion veers off-topic, gently steer it back to the agenda. Should a topic require further exploration, consider scheduling a follow-up meeting specifically for that purpose. This approach keeps the meeting concise and on-point.

This is the MOST important thing on this article. If you know this skill, have this skill, and teach this skill. A lot of the issues you have will fade even faster when they arrive. If you can manage your time well which is closely a myth, you can navigate through daily and weekly agendas, monthly plans, and yearly goals. It's hard to really and truly achieve this if that's how you feel about it. Time is on your side.

When making a workshop online don’t do one day workshops, better split it in two 2.5/3hr workshops a couple of days or weeks apart. When people are on their laptops, after 2-3 hrs Engagment and return on investment as far as learning transfer can drop dramatically. So having a session now, some time to put the learnings/experiments in to practice and starting the second sessions with reflections on what actually was useful from the first session, might be more productive than keeping people behind their screens for a day!

- Defina bem o tempo da reunião e garanta que ele seja cumprido. Agendar 1hr de reunião e concluir em 30min não significa, necessariamente que a conversa foi eficaz, pode significar falta de planejamento. Pensa sobre a reunião, sobre as discussões que você incentivará e limite o tempo com base nisso.

La Gestion du temps est un élément capital. S'il il y'a des présentations, communiquer aux participants le temps par personnes ou par sujet à aborder. Demander aux participants de se montrer compendieux et aller à l'essentiel. Les questions sont là pour avoir plus de détails si besoin.

If it is in person or online, I will offer a complimentary follow up 45/60 minute session, a few weeks from the workshop. Just to check what has landed and what was useful to the individuals and the team.

Summarize Key Points: Provide a summary of the key points, decisions made, and action items at the end of the meeting. Follow Up: Send out meeting minutes or a summary email to all participants. Include any tasks assigned and deadlines. Gather Feedback: Ask for feedback on the meeting’s effectiveness and any areas for improvement. Use this feedback to enhance future virtual meetings and conferences.

Continuous improvement can be practiced by following these 6 steps: 1) Assess your current state. 2) Identify the root cause of problems. 3) Develop a solution. 4) Implement the solution. 5) Evaluate the results. 6) Standardize the process.

Whatever the agenda of meetings maybe it is very crucial to prepare a sum-up slide at the end of the presentation of such meet. This will help your audience memorize all the topics covered and there will be much more interactive interactions after this sum-up slide.

Practice with low-stakes meetings. Very soon, you will be the Czar of exciting, interactive, and high-value meetings. Practice indeed does make perfect.

Continuous Learning: Stay updated with the latest tools and techniques for virtual meetings. Attend webinars or training sessions on effective virtual communication. Improve Engagement: Regularly assess and implement new strategies to keep participants engaged, such as gamification or inviting guest speakers. Evaluate Technology: Continuously evaluate the performance of your chosen platforms and tools. Be open to switching to better options if needed.

En mi experiencia, la mejora continua es clave para gestionar eficazmente reuniones y conferencias virtuales. Solicita comentarios de los participantes sobre lo que funcionó bien y lo que podría mejorarse. Reflexiona sobre tu propio desempeño como facilitador y ajusta según sea necesario para futuras reuniones. Este enfoque no solo optimiza las reuniones, sino que también te convierte en un líder más hábil y respetado en el espacio de trabajo digital.

Build for online. It might seem easier to take in person material and bring it online, but what you most likely to end up is just the slides. There is so much goodness out here you can use, for example software like Mentimeter is fantastic to get people participating. Breakout rooms can be fabulous for getting the momentum going. So having a question to discuss in the breakouts, then bring the participants back ask “how was the chat?” get a menti slide up with people answering the question from the breakout, and then discuss the common patterns from the slide together.