ezTalks: Introducing Virtual Meeting Room

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Virtual Meeting Best Practices Checklist The key
to every successful business is communication.
Inthe past, this was a very sensitive topic, and
people hadto make real sacrifices, in order to
interact withtheir team. Nowadays, the
technological progress made things a lot easier.
With only a device, a specialized program and a
good internet connection, we can have a real time
meeting with our team, no matter their actual
location(htt ps// www.ezta lks.com/ ). A
virtual meeting is a very effective form of
communication because all the participants are
accessing it remotely, without being actually
present in the same place. Many entrepreneurs
have seen the advantages of virtual meetings, and
they started using it as a default communication
method. Still, a virtual meeting, like any other
form of the meeting depends on a series of
factors. If applied, these factors will ensure
the success of the meeting and every attendant
will fully understand its purpose. Bellow, we
will present the virtual meeting best practices
and we will make you understand how toimprove
these practices. 1) Plan Your Agenda The main
purpose of a virtual meeting is tosave time. With
it, you won't have to gather all the team ina
specific location, and you can connect tothem in
a matter of seconds. Still, if you wishto be even
more time effective and to run a successful
meeting, it's advisable to prepare the main
topics of the meeting, before it starts. Avery
good approach is to break the overall meeting
intoseveral smaller meetings andgive each one a
purpose. Select a certaintopic and a goal for any
of these meetings, and be sure that youstick to
them. If you are under a tight schedule, make
sure toset a margin of error, because some topics
might need more time than you have planned.
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2) Use All of the Available Tools One of the
virtual team meeting best practices is the thing
that you have plenty of available tools. Witha
well-developedsoftware like ezTalks Cloud
Meeting, you have access to a wide list of
features, which will improve the quality of your
meeting. Take your time and learn how to master
them all, because they will make your job a lot
easier. For example, ezTalks Cloud Meeting has a
very professional free screen sharing feature,
which allows you to display live charts, tables
or any other form of visual material. This
caninfluence the outcome of the meeting and it
can make the participants more engagedand more
aware about the debated topics.
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3) Keep the Participants Engaged Despite a
physical meeting, a virtual meeting can make the
participants feel too comfortable and make them
lose their concentration. However, this matter
can be easily solved, and you can have the best
virtual meeting. For starters, you have to ask
all the attendants toremove any form of
distraction and to focus entirely on the meeting.
Many team members tend to multitask, considering
that they canpay attention tothe meeting as well.
This is totally unproductive and you should ask
them tostop doing it. Breaking the meeting
intoseveral parts is also helpful, but not
enough. For better results, it's advisable to
combine your presentation witha QA part and why
not, with some interactive activities.
4) Prepare the Participants If you wishto master
the virtual teammeeting best practices, you have
to understand one thing. As the facilitator of
that virtual meeting, it's your responsibility to
prepare your participants and to inform them
about the development of your future meeting. You
can spend five minutes before the meeting to do
this. Just explainthem the ground rules, what do
you want toachieve during that meeting and
provide some additional instructions. Normally,
you should ask all the attendants to un-mute
their microphones, turn on their cameras and
check their internet connection. Also, you should
set a timeframe for the
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meeting and stick to it. If you're worried about
these aspects, you have toknow that a
well-developed video conferencing program like
ezTalks Cloud Meeting benefits from a "Record
this Meeting" feature and evena "Timing" option.
This way, the participants can review the meeting
in case they have any misunderstandings and you
won't have to worry that the meeting will take
too long.
5) Inspire This is the goldenrule, when we are
talking about virtual meeting best practices. As
a facilitator of the meeting, it's your
responsibility toinspire the participants, and to
make them feel your dedication, eventhough you're
miles away from them. Show them that you believe
inthem and that you value all their ideas. This
way, they will be more proactive, more engagedand
they will interact more. If some of the members
reached their objectives, make sure to mention it
and to praise them in front of the team. This
will increase their confidence and will make them
even more dedicated. Dothis and the participants
will look forward tothe next meeting.
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Conclusion Virtual meetings can be evenmore
effective than a physical meeting if you follow
these practices. If you never did this before,
you can use the bes t free virtual mee ting
software, and give it a try. You will be
surprised tosee that your teamloves this method
of interaction. At the end of the day, the
outcome of these meetings will be reflected
inyour companys results. Fromhttps //www.e
ztalks .com/vide o-mee ting/virtual-mee
ting-best-practices .html