| Whether you're new to online meetings, or an | | | | You'll want to allow your attendees to see this |
| experienced professional, having the right skill set to | | | | agenda to help confirm their attendance is necessary. |
| organize and lead an effective online meeting is | | | | 2. Streamline list of Attendees: |
| essential. Seen as an alternative to expensive travel, | | | | A common problem associated with online meetings |
| many organizations are electing to hold meetings | | | | that is generally not seen with face-to-face meetings |
| online to cut back on travel expenses, which include | | | | is having too many attendees. When preparing your |
| the loss of productivity while you are out of the | | | | meeting request, make sure you identify the |
| office. | | | | attendees that really need to be present at your |
| The concept of hosting a meeting online isn't new. | | | | meeting. You may want to additionally streamline the |
| With expanding Internet band width capabilities and | | | | attendee list by breaking out required versus optional |
| inexpensive voice options, the adaptation of online | | | | attendees. This extra organizational step will also help |
| meetings as a preferred platform has been growing | | | | the recipient of the meeting request determine the |
| in recent years. Ideal for shorter meetings, or | | | | priority of their attendance. |
| meeting with large groups of people in remote | | | | 3. Determine the Proper Meeting Platform (Display |
| locations, the ability for organizations to gather and | | | | and Voice): |
| connect stakeholders through multimedia platforms | | | | Holding an online meeting has two essential |
| has never been easier than today. | | | | components, a visual and voice. Voice can be defined |
| While online meeting adoption rates have increased, | | | | as a one way discussion, or it can be collaborative |
| so it seems has the listing of attendees. As a result | | | | such as in a conference call. Display offers more |
| of the ability to gather people together inexpensively | | | | challenges and until recently more restrictions. Look |
| using online tools, comes a hidden cost - time. An | | | | for an online meeting software package that is |
| unfortunate reality of these meetings is the stigma it | | | | flexible enough for your needs, but also allows for an |
| can be a waste of time for certain attendees. This | | | | easy to use experience for attendees. |
| lack of value for many attendees can often be | | | | Note: Online web conferencing software is typically |
| attributable to the inability to actively participate in | | | | sold as a per seat (i.e. per user) basis. If you are not |
| the meeting. To ensure you organize an efficient and | | | | using a conferencing software platform currently, |
| effective meeting, consider implementing the | | | | look online for online meeting free downloads and |
| following: | | | | test it out with your organization. |
| 1. Set a specific agenda | | | | 4. Follow Up after the Meeting with Notes and Action |
| 2. Streamline list of attendees | | | | Items: |
| 3. Determine the proper meeting platform (Display | | | | By following the first three recommendations you |
| and Voice) | | | | should be able to hold a meeting with the right |
| 4. Follow up after the meeting with notes and action | | | | agenda, the right attendees and the right medium for |
| items | | | | broadcasting. Completing these steps does not |
| 1. Set a Specific Agenda: | | | | indicate an effective meeting without the addition of |
| The first question you need to ask is, "do I need to | | | | distributing meeting notes and action items to the |
| hold a meeting ?" As you have probably observed in | | | | meeting attendees and any other interested parties. |
| meetings you've attended throughout your career, | | | | This follow up, typically through an email, should list |
| not all meetings need to occur. Sometimes | | | | what occurred in the meeting, what decisions were |
| collaborative emails or individual meetings are better | | | | made, who has actions items, and what those |
| suited. If you determine that you need to hold a | | | | actions items are. Complete this final step and you |
| meeting, determine what the purpose of the meeting | | | | have successfully conducted an effective meeting |
| is, what the agenda will be and correlating time | | | | online. When looking for an online solution you might |
| frame. Be conscious of other's time. If you think a | | | | want to look for a solution that gives you the ability |
| meeting is going to take 45 minutes, don't block off | | | | to collaborate during the meeting and save your |
| a 30 minute meeting. Once you have determined the | | | | collaboration document so you can forward your |
| agenda and goals of the meeting, write them down. | | | | meeting results directly from your meeting. |