How do you host a good online meeting?

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dawidmp
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What does it take to host a good online meeting? I’ve been running into some issues when using Zoom as a host, people getting distracted, lack of motivation, lack of participation etc, and looking for ways to prevent them. What kinds of issues have you been running into, especially as a host of a meeting or a workshop, and how have you been dealing with those situations?
JaneKing
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We are currently using Skype, but we are very much looking forward to a new release from WorkTime time tracking software, since in the new version they will also have the function of online meetings.
"Time is a great teacher, but unfortunately, it kills all its pupils."
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dhaughey
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We ask people to switch on their cameras. We think it helps people feel more of a team. It’s essential to set a clear objective for each meeting. I have attended meetings during lockdown where I had no idea what discussion was going to take place. This approach is never a good way to start and is unlikely to engage people if they have had no time to prepare or get their thoughts together.
Humusk1
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Virtual meetings are discussed in an edition of the Think Fast, Talk Smart podcast. According to what I recall:
  • Include clear guidelines and an agenda when sending out invitations (this is the most crucial component, in my opinion). When people know what to expect, they are less likely to lose attention.)
  • If the meeting is large, ask presenters to introduce themselves and their department first.
  • Instead of stating, "I'll open the floor for questions," as you might in a face-to-face meeting, stick to a single topic. "I'll now answer queries about the project's financing," for example.
  • Look into the camera, be aware of reflections, keep the camera at eye level, stand if required, excellent lighting, and good audio are all important.
  • Maintain proper microphone etiquette.
Marisa Roach
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We prepare interesting presentations for online meetings, so that the meeting was not boring. Since the goals of our company are grandiose, we prefer to use the services of specialists, we have a lot of material, but we need to display it effectively in the presentation. Therefore, for the best result, we give preference to the best.
QaderHotak
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For the online meetings to go smooth and as planned, it is necessary to take the three main measures.

Firstly, all the participants should be requested to show up at least five minutes in advance so that any problems with their internet connection and hardware performance could be addressed.

Secondly, proper ground rules should be set, explained, and implemented by the facilitator of the meeting. These rules are but not limited to: duration each participant speaks, documents required in the meeting, etc.

Finally, a feedback for the meeting should be asked from the participants. Their comments will help to improve the quality of the upcoming meetings.
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dhaughey
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I agree with arriving at meetings on time. It is frustrating to waste time waiting for people to join and then fail to finish the agenda. Interestingly, some business functions are better at meeting management than others.

I find it helpful to always set a clear objective for my meetings in the meeting invitation. Usually, I allocate 45 minutes rather than an hour for meetings. I’ve found that we still achieve as much as a 60-minute meeting, and it stops meetings backing up.

I’m an advocate for meeting minutes. You should minute all meetings and distribute them as soon as possible after the meeting finishes. Occasionally, I will record a session, but generally, I summarise and interpret the critical points and actions in an email.

Good meeting management is an essential skill in many walks of life, but especially for project managers. Being disorganised never reflects well overall.
mk700
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Setting the meeting objective helps a lot. Also if there is one person who speaks too much, we try to stop him/her, and make everybody engage somehow, so it's not that boring.
Emily_B
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I would say the first and most important rule for a good online meeting is asking yourself if there even should be a meeting. Think if everyone will be engaged, what do you expect from the attendees and whether this meeting could instead be a memo or an email. Only invite people that will activelly participate and gain something from the scheduled 30 minutes.

Secondly, I would try and make it a habit to keep all meetings as short as possible. It may seem tempting to start discussing other issues or to keep going if you have some time left, but I would advisa against it. Keep it short and sweet. And then schedule a separate meeting for your other questions.
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