Virtual Meetings: A Definitive Guide
Virtual meetings are a communication tool that can save you time and increase productivity. Regardless of your area of activity, conducting a virtual meeting can have a direct impact on the efficiency of your team's internal communication. Learning how to host and moderate a virtual meeting is a valuable skill. In this article, we discuss what virtual meetings are, how they work and why they're beneficial, and also show the types of virtual meetings and how you can host a successful one.
What is a virtual meeting?
A virtual meeting is a meeting between people who are in different locations that communicate with each other with the help of video, audio and text messaging technology. The information is instantly transmitted via the internet, allowing the participants to have a real-time discussion. They connect through various dedicated applications that they install on their personal computers, smartphones, tablets or other similar devices.
How do virtual meetings work?
Most virtual meetings are conducted online, by using applications that work on multiple devices and platforms, therefore allowing everyone involved to access the meeting regardless of the device they choose to use. The meetings are usually scheduled in advance and everyone receives an invitation link that allows them to enter the virtual meeting room.
The virtual meeting room typically shows all the participants' names, along with their live video image or still picture, a chat area where participants can exchange text-based information and a content window where various pieces of information, such as presentation slides, multimedia files, text files and other types of materials can be shown to everyone in the meeting.
Virtual meetings usually either have one presenter who runs the meeting, instructs others and shares files in the content window, or have no main presenter, with participants taking turns in expressing their ideas and sharing various pieces of information.
Why are virtual meetings beneficial?
Some of the most important benefits of virtual meetings are:
It allows people from all over the world to connect. By definition, virtual meetings have no physical location, allowing anyone with a working device and functioning internet connection to join. This eliminates the need for all participants to be in one geographical location.
They are more cost-efficient. As opposed to physical meetings, which require a location, travel arrangements, hotel accommodation, transportation and other expenses, virtual meetings usually require relatively low expenses. Participants typically already use internet-connected computers and mobile devices, meaning there is no need to purchase dedicated equipment in most situations.
They can distribute information more efficiently. Participants in a virtual meeting can freely share video, audio and text-based information in real-time, facilitating the exchange of information. Also, the meeting can be recorded so it can be reviewed by those who attended it or shared with those who were not able to attend.
They increase productivity. By eliminating the need for physical presence and enabling participants to easily share information, virtual meetings are usually more productive than in-person ones. Their convenience and ease of use allow participants to collaborate more efficiently and potentially make better decisions as a result.
They eliminate most unnecessary conversations. People who participate in physical meetings usually tend to also have personal conversations before, during or after the meeting. Virtual meetings usually have more fixed agendas and all conversations can be heard by everyone in attendance, greatly reducing the time and space for personal conversations.
They are more environmentally friendly. Eliminating the need for travel and for other physical items like pieces of paper, virtual meetings have a much lower carbon footprint than in-person ones.
Types of virtual meetings
The most common types of virtual meetings are:
Teleconference: It is a virtual meeting between two or more people in different locations and it is conducted with the help of telecom equipment, like phone services and messaging apps. Most teleconferences are audio-only and are conducted through a telephone service, but some use video calls to allow participants to see each other or audio-graphic technology that helps them share charts and graphics along with the audio. Teleconferences are very popular for those who want to conduct meetings on the go, with little or no preparation required and from virtually anywhere.
Video conference: A video conference is a type of virtual meeting where participants connect via dedicated video conferencing platforms using their computers or mobile devices. The platforms allow participants to share various types of information, such as diagrams, charts, pictures, video and other presentation materials in real-time, while also being able to see and hear each other. Video conferences are widely used by companies of all sizes for information sharing, conducting interviews, employee training and other similar purposes.
Web conference: A web conference is similar to a video conference, with the main exception being that the former doesn't always involve the participants seeing each other. They are conducted through special web applications and can also be audio-only or text-based. Web conferences are used for webinars, virtual training programs and presentations, webcasts, team meetings and others.
Virtual event: Virtual events are online versions of in-person sales events. They are often part of the marketing strategy when launching a new product or service and can take the form of virtual presentations, live product demonstrations, Q&A sessions with the product developers and other similar events. Companies can also host virtual trade shows if they have multiple products that they need to show to audiences that aren't physically available at that particular moment.
How to have a successful virtual meeting
The steps that you can take for a successful virtual meeting are:
Try to use video whenever possible. Although most meetings can technically be conducted only by audio, video allows participants to establish better connections and engagement in conversations.
Make sure everyone is visible. Some attendees may not be aware of their lack of visibility, due to improper webcam placement, weak lighting or other similar reasons. Reminding everyone to make sure their faces are visible can enhance the entire meeting, as being able to see a person's face and body language tends to improve a conversation.
Test the app and the internet connection beforehand. All participants should be advised to review their virtual meeting hardware and software, as well as their internet connection, at least a few minutes before the meeting starts. This can help avoid preventable delays and keep everyone focused on the contents of the meeting.
Have an audio-only option available. Although video is preferred, some participants may not have immediate access to a webcam or a fast internet connection. They should be able to join the meeting via audio.
Clearly state the meeting's objectives and agenda. After everyone is connected and before the conversations begin, it is important that the meeting host informs everyone what the topics of discussion and meeting schedule are. Even if the information has been shared beforehand, reiterating it can make the meeting more time-efficient.
Keep presentations short. If the meeting involves presentations from the participants, they should usually be as short as possible. Virtual meeting participants tend to lose focus quicker than they would in a physical meeting, so keeping presentation time to a minimum and encouraging active conversations between participants are usually good ways of keeping everyone engaged.
Moderate and facilitate the discussion. Virtual meetings tend to be less naturally organized than physical ones, with participants now knowing when their turn to present is and inadvertently talking over each other. By acting as a moderator, you can keep things running by letting everyone know when their time to speak is and making sure everyone's voice is heard.
Gather feedback after the meeting. The only reliable way of discovering how well a meeting went is usually by asking the participants for feedback once it's over. Doing so can allow you to discover issues that you didn't see for yourself and correct them until the next meeting.
Virtual meeting etiquette
Consider these virtual meeting etiquette tips:
Let everyone know if you won't be attending. Although it may be tempting to think that your absence in a virtual meeting is less noticeable than in a physical one, it must be announced nonetheless.
Always have a clear agenda when hosting a meeting. Virtual meetings usually tend to become hectic and unproductive without a clear agenda, so if you are the one hosting it you should make sure that you have a full schedule and set of objectives ready to share with everyone.
Mute your microphone when not speaking. Even when you are not speaking, noises like the ones produced by breathing or coughing can disrupt the meeting. All virtual meeting software and devices have a mute option, so it's best to use it when you are not saying anything.
Always be on time. Arriving late at a virtual meeting is usually not as visible as doing so at an in-person meeting, but participants can still notice. Being punctual can help you maintain the image of a reliable and dedicated individual.
Wear appropriate clothing. Choosing professional attire for virtual meetings can help you look professional on camera.
Have the right framing and light. Check your webcam a few minutes before the meeting to make sure it frames you correctly and you have an appropriate lighting source. The light should be either natural or artificial and should come from the side of the webcam instead of from behind you.
Pay full attention to the meeting. Although people attending virtual meetings may be tempted to multitask, this can greatly reduce your capacity to learn anything from the meeting.