Siina Surakka

Siina Surakka

05.07.2021

Tips, Ideas & Tools For The Perfect Virtual Meeting!

Virtual meetings and conferences are the new norms. So here are some tips, ideas, and tools you can use to host the perfect virtual meeting!

Tips, Ideas & Tools For The Perfect Virtual Meeting - Neomeet

Virtual meetings are now commonplace, and the COVID-19 pandemic is the main reason why it’s the norm. Working includes meetings, and those of us who were lucky enough to work during the lockdown usually attend virtual meetings almost daily, and sometimes when you run a business, it can even be more than once.

 Usually, scheduling virtual meetings takes place well ahead of the actual meeting, and often it is done weeks in advance. According to Entrepreneur, during the pandemic-ridden 2020, people have spent 5.5 billion minutes in virtual meetings. That means web-based video conferencing tools and virtual meeting software are in high demand.

 Neo Meet is a virtual meeting and webinar tool that helps people cooperate and aid in corporate decision-making. Because of our specialty, we know all there is to know about making your virtual meetings a success, and we thought we should let you know how you can do it. So in the following passages, you will find all the tips, ideas, and tools for the perfect virtual meeting. 

But before we do that, let’s talk about what virtual meetings are. So without further delay, let’s begin!

What Are Virtual Meetings?

Virtual meetings are when more than one individual connects simultaneously using some sort of technology to achieve a goal. These are usually very simple to plan and don’t require much prep time, unlike virtual events. According to the Harvard Business Review, virtual meetings can be highly effective if done right. 

However, virtual meetings are vastly different from virtual events, even though often you can use webinar tools to conduct a virtual meeting. To better understand the difference between the two, here are the differences between virtual meetings and virtual events:

  • The first difference that comes to mind is that virtual events usually have multiple sessions to ensure that those who attend the event can customize their event experiences to fit their interests best. Whereas virtual meetings are concluded in one session. 
  • There is usually someone conducting the meeting for virtual meetings, but everyone in the meeting is participating in the conversation. But for a virtual event, usually, there are sessions or keynote speakers that address the people participating in a somewhat one-sided conversation. 
  • Virtual events, much like their in-person counterpart, require a lot of planning and organization. You need to book keynote speakers, organize sessions, collect attendee registration, and many other things. Whereas, for a virtual meeting, all you need is to make sure the team is accessible on a specific date and schedule an appointment. 

Hopefully, now you are clear about what virtual meetings are. So now that that’s been taken care of, let’s talk about hosting a virtual meeting and what you need to know about it. So let’s begin!

Hosting A Virtual Meeting

Hosting A Virtual Meeting - virtual meeting software - Neomeet

You might be thinking about scenarios where you need to hold virtual meetings, but if you are not sure about it, don’t worry. In the following passages are scenarios where you should schedule virtual appointments:

Remote Team Collaboration

Businesses nowadays are usually working with a wide range of people, and more often than not, a remote team is working for the company. Now, without virtual meeting software, it would be almost impossible to communicate and make real-time changes and provide real-time updates effectively. However, with virtual meetings, you can have quality “face-to-face” time that allows for real-time conversation and problem-solving that email doesn’t.

Communicating With External Customers & Clients

Traveling or bringing in a client isn’t always the most efficient way to approach clients or to communicate with clients. That’s why if you need to schedule an impromptu meeting to answer questions or talk logistics, then setting up a virtual meeting software for a quick meeting is the most efficient and cost-effective option for all parties.

Cutting Down On Travel Expenses

Businesses spend a lot on travel. However, flying in a team member or a client every time doesn’t make sense financially. Setting up virtual meetings will save you plenty of money, and you will be able to utilize your funds better. 

Virtual Meetings Might Be The Only Way

Often there is no way for you to have an in-person meeting. That is especially true for now, with the pandemic still raging on. That’s where web-based video conferencing and virtual meeting software come to play. Setting up this technology will ensure you are prepared for any situation that might prevent in-person meetings. Meaning you will be able to function and continue operating in times of crisis. Now that you know when to host virtual meetings choose the right web-conferencing tools and software. 

Choosing The Right Web-Based Video Conferencing Tool

In the last few years, the web-based video conferencing tool space has grown a lot. There are many options now for choosing a platform, but not all platforms can do the job you need them to do. Therefore, it would be best to find the correct virtual meeting software, and we can help you there. Here are some questions the virtual meeting software should answer to know if its right:

Does it have recording options?

It’s a crucial feature for any web-based video conferencing tool as it will help you record your virtual meeting. There are times when there will be absentees in your virtual meeting, and that’s where this feature comes in handy as it lets you share the information from the meeting with the absentee members.

Does It Have A Chat Option?

A chat option is a fantastic feature to have in virtual meeting software, mainly if your meetings usually include many people. This feature allows participants to type comments and questions in real-time and is the perfect tool to stop multiple people from interrupting with questions. 

Does It Sync WIth The Calendar For Meeting Invitations?

It’s a nifty feature that automatically syncs your calendar for meeting invitations so that you know what’s coming up. It saves much time, and everyone will know when the meeting starts ensuring everyone is there when the meeting starts.

Does It Offer Personalized Meeting Rooms?

There are a few different web-based video conferencing tools out there that allow users to create personalized rooms that are aligned with the company branding and tone. This feature comes in handy when holding meetings with clients and prospects.

Are There Engagement Features?

Keeping the meeting attendees engaged can be challenging, and that’s why many web-based video conferencing tools have engagement options like quizzes, games, and apps to be included in your meetings. These features help a lot with keeping the attendees engaged.

Are There Real-Time Document Edits?

Virtual meetings are about discovery and creating a plan of action, and that’s why one of the best features to look for on a web-based video conferencing tool is the ability to make real-time edits. It will help you edit documents with your team and collaborate in real-time. And that’s it for choosing the best virtual meeting software. So next, we will talk about tips on setting the agenda for virtual meetings.

Tips On Creating A Virtual Meeting Agenda

Like any other meeting, you will have virtual meetings. You will need to set the agenda to ensure it runs smoothly. However, if you are having trouble creating a detailed agenda for your virtual meeting, then check out these tips:

  • When setting an agenda for virtual meetings, the first thing you want to do is to decide on what you want to establish. Whether it’s solving a problem or coming up with a creative solution, or checking up on your team, you need to decide what you want to accomplish and write it down.
  • The second thing you need to do is have a dedicated moderator to run the virtual meeting. Having someone moderate the meeting with plenty of people will ensure your team is always on track and time isn’t wasted.
  • The third thing you need to do is make sure you send the agenda when you send the virtual meeting invite to ensure no one is surprised come meeting day. It’s a crucial part of the process that makes for a well-informed meeting where everyone contributes.

That takes care of the tips on creating a virtual meeting agenda. Once you follow this, you will be done with most of the work, and all you need to do is simply conduct the meeting. 

The Best Web-Based Video Conferencing Tool In Finland

So there you go, those are the tips, ideas, & tools for the perfect virtual meeting. Now, to have the best feeling when hosting a virtual meeting, you need the right tools. Don’t just go with the first virtual meeting software you find. Do your research to make the right choice.
 However, if you want to know more about web-based video conferencing tools, then please contact us. You can also drop your questions in the comments below or hit us up at our socials and send in your thoughts. And with that being said, that’s about all we have for you today. We will come back with something else for you soon. Until then, see ya!

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