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5-Point Guide To Make Your Critical Virtual Meetings Worth Everyone’s Time
Here are a few ways for bringing more engagement and connectivity to critical virtual meetings and helping participants avoid and overcome video fatigue.
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The new digital era has made virtual meets a reality. Yet our estimates say more than 90% of CXOs are still not opting for large-scale virtual events, instead of using other means to meet compliance standards. Why is this so? Because they’re still riddled with anxiety and uncertainty of the success of these meetings. Their number one concern is - will my virtual meeting go exactly as planned?
This may seem trivial when one considers everyday meetings. But its not trivial when it comes to meetings that really matter – like the Annual General meeting, the investor meet, the quarterly earnings call, a CEO Townhall, a virtual annual sales conference etc.
As organizations continue with the hybrid model of working, it is essential for them to not only drive engagement with their employees but also investors, shareholders and other external stakeholders. Be it CEO town halls, Annual General Meetings, Investor meets or Analyst days, the experience delivered through these virtual meetings can go a long way in shaping an organization’s brand perception.
The success of these events largely depends upon how well you plan and execute to communicate well and make these meetings worthy of everyone’s time. There are a few ways for bringing more engagement and connectivity to critical virtual meetings and helping participants avoid and overcome video fatigue.
- Plan meeting agenda:
Ensure that everyone knows the agenda of the meeting beforehand, including the purpose and what will be expected from each of them. The agenda can also be made interactive by using collaborative tools for everyone to partake in. Using visuals, asking questions and being clear on the meeting agenda and outcome is imperative for an engaging meeting. Having an agenda prior to the meeting makes it easier to get right to the value and in ideal situations wrap up the call in the defined timeslot.
- Prior testing:
One of the crucial factors in making a virtual meeting a pleasure for all is using a secure platform that enables users to not only login seamlessly but also provides feature-rich options to personalize and provides immediate assistance in case of any doubts. To ensure the same, it is imperative to do a test run before a critical meeting, where technical glitches can be addressed beforehand providing a seamless overall experience for attendees.
- Grab the opportunity to highlight corporate brand:
For critical virtual meetings, a one-size fits all platform really doesn’t deliver a differentiated experience. To make meetings more fruitful, it is essential for the attendees to feel connected to the brand in order to participate eagerly. Thus, organizations must look at opportunities to highlight the corporate brand by customizing calls, especially town halls, AGMs etc.
- Attention to how videos are displayed:
To ensure people feel a greater sense of participation, use video conferencing rather than traditional conference dial-ins. Video conferences are bound to be more engaging and impactful when attendees can see each other’s facial expressions and body language. To make everyone comfortable, don’t shy away from beginning the meeting with some small talk for the first couple of minutes. This will serve as an ice breaker and get everyone in the meeting engaged and ready to take on the agenda at hand during critical meetings. Beginning with a casual conversation to begin with can help encourage otherwise quiet members to chime in and build a connect with the team and leadership.
- Moderator support:
Running a highly engaging and critical virtual meeting requires support of a moderator for maximum success. Even highly technically skilled facilitators do better from having at least an extra set of hands to ensure the meeting runs smoothly. With support from a moderator, it allows the facilitator to remain focused on the meeting and not get distracted by the myriad of issues that might occur during a large scale event.
Disclaimer: The views expressed in the article above are those of the authors' and do not necessarily represent or reflect the views of this publishing house. Unless otherwise noted, the author is writing in his/her personal capacity. They are not intended and should not be thought to represent official ideas, attitudes, or policies of any agency or institution.