Here we'll provide you with some acclimation resources for attending or hosting meetings, presentations, or interviews in a virtual setting. You may want to consider several popular apps if you are the decision maker for the meeting.
You can choose from different apps, including: Zoom, FaceTime, Skype, Webex, and MS Teams. When deciding which one to use, consider the following:
Security: Some workplaces or institutions have restrictions on what apps you can use due to security and privacy concerns
Familiarity: Try to choose the app that’s most familiar to you and your attendees
Ease of use: Choose an app that’s easy to use
Fees & limits: Some services have fees or limitations. For example, in MS Teams, you can only see a maximum of four people at a time, and free Zoom accounts limit your meeting time and number of participants.
Features: Make sure the app has the features you want, such as polls, surveys, reactions, whiteboard, chat, an option to phone in, and conference vs. webcast (2-way vs. 1-way communication)
Even if you’re not running the meeting, you still need to be professional.
RSVP: Reply to all invitations – let them know if you plan to attend
Prepare your tech tools: Update or download any required apps. Do a practice call with a colleague or friend if you’re unsure of the app or your equipment
Use the mute button: Always keep yourself muted when you’re not speaking. Know how to unmute yourself quickly (some programs like Zoom allow you to hold down the spacebar to temporarily unmute yourself)
Great news! Your boss asked you to host a meeting with some important clients. But how? Here are some tips.
Before
Choose the app: See the app section above.
Decide the agenda & structure: Is this a formal meeting or more of an informal discussion? How long will it be? What items need to be discussed? Who will be speaking or presenting? How long will each speaker have? Will you share the agenda ahead of time?
Send invites with clear instructions: Make sure you invite all speakers and participants well in advance of your meeting. Invite the audience as soon as possible too. Send reminders a week before and the day before. Include the meeting link, and instructions on how to connect, and offer help to anyone who needs it.
Plan and practice: If possible, get a colleague to act as co-host. Decide who will admit people, start the recording, take notes, watch the time, watch the chat, show visuals, share polls, create breakout rooms, manage tech problems, etc. Whether or not you have a co-host, do a practice a day or two before the event.
During
Start the meeting: As the host, you’ll start the meeting at least 5 minutes early. Wait 2-5 minutes after the official start time to allow for late arrivals.
Welcome: Warmly welcome everyone, introducing yourself and any guests that attendees may not know. In smaller meetings, you may introduce all of the attendees.
Provide agenda & norms: Remind everyone to stay muted unless speaking. Do you want to invite people to comment and ask questions during your presentation, or should they wait until the end? Do you want questions asked verbally or in the chat?
Keep it as brief as possible: Online meetings are tiring, so be efficient and respectful of everyone’s time and energy.
Take notes: You or your colleague can take notes during the meeting, or you can write a brief recap immediately after.
After
Thank and summarize: Send the guests and attendees a thank you and brief summary of the meeting. Include next steps, action items or information on the next meeting.
Download the online meeting app you’ll be using onto a second device (e.g. your phone) in case your main device crashes.
Many online meeting platforms allow you to set your name and a professional picture in your meeting profile. Use a small professional headshot, and change your name to what you want people in the meeting to call you.
Tech problems happen. No matter how prepared we are, sometimes things just don’t work. Don’t panic! If the problem is minor, just keep going. If it’s major, stop and address the issue. Thank everyone for their patience.
Attributions:
Content for this section was adapted from
Business Presentation Skills Copyright © 2021 by Lucinda Atwood and Christian Westin is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License, except where otherwise noted.