How to make meetings more productive online

Learn how to make meetings more productive.  My article has a special focus when conducting them online.  They benefit anyone, from self-employed individuals to larger organizational staff.

Discussions are crucial to communicate with relevant stakeholders.  At the same time, they could be a waste of time.  Follow best practices to make the most of your web conferences.

As a solopreneur, I have been operating in my home office for 10 years (time of writing).  Although I achieve most of my tasks alone, I do have conversations sometimes.  A crucial example is with brands that I partner with. 

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Online discussions are everywhere

Remote working is a reality.  Over the last few years, we have experienced much worldwide.  Virtual collaboration supports you in many ways.

The corporate world has embraced methods through a virtual workspace.  Remote approaches have grown in popularity.  Hybrid working is also interesting.  Read my article for ideas if you’re considering starting a remote job.

As a blogger, if you do guest posts, you’re likely to liaise with your peers.  If you’re a coach, you might ensure productive one-on-one calls.  If you communicate with freelancers, you might have to block time for virtual conversations.  Whatever the need, you can benefit from productive meetings online.

Seize the opportunities

Remote jobs come with many benefits.  For companies, it saves time when employees operate from home.  It can also save other resources.  Common examples are rent, traveling, and internet expenses.

For bloggers and those self-employed that operate from home, there are similar perks.  You don’t have to pay for additional rent, and don’t have to commute daily.  Partner with brands worldwide, if it’s right for your niche.  Book a video call in other time zones for free.

Corporate world employees often have better work-life balance.  Digital solopreneurs also take advantage of more flexibility.  I normally perform for only 4 to 5 hours a day, and even take a four-day work week if I need to.

Childcare and elderly care can be easier with a remote approach.  On the other hand, with physical face-to-face events, you spend time traveling to venues.  You also can’t move to other geographic areas quickly and have to spend more. 

What makes online meetings effective is interesting to note.  Real-time collaboration is possible. Benefit from screen sharing, without printouts.  Accept instant feedback from participants, and make edits quickly.

Challenges of such events

While online means are a real savior in many ways, there are some challenges as well.  You could end up wasting time on unforeseen issues.  Be aware and take measures in advance, if possible.

Types of potential risks:

• Technical difficulties
• Poor internet connections
• Audio or video lag
• Software glitches 
• Distractions such as sound
• Lack of verbal cues
• Lack of body language
• Demotivated participants

The risks could threaten the smooth-running of events.  Be aware that they could cause disruption, and aim at minimizing them.  When possible, prevent them proactively.

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Productive meetings guidelines

Tips for better success

Implement effective strategies to get the best results.  Choose your platforms carefully.  Ensure effective communication for all concerned.

You improve with experience.  Learn from past mistakes.  It’s better to test the tools in advance and get feedback.

Choosing the right platform

Select the platform for your events carefully.  They should be reliable.  Ensure the highest quality of security.  Ideally, choose one that’s compatible with many types of devices.

There are many platforms to use.  However, the most popular tend to be Zoom, Microsoft Teams, and Google Meet.  As a Google Workspace user, I have access to Google Meet and also use Zoom.

Effective virtual workspace

Ensure enough lighting.  Have your equipment and stationery ready.  Test audio, and other tech stuff.  Create a quiet environment, especially from home.  Get your background well organized for a professional impression.  Dress up accordingly.

If you need documents, get them ready.  Store them on the cloud, such as Google Drive for easy access.  I use Google Docs and Google Sheets a lot.  Dropbox is also a popular option.

Productive meeting agenda

Circulate a well-defined agenda in advance.  Participants should have clear info about the items.  When people don’t know what to expect, it could be a waste for everyone.

Participants should have time to think and prepare.  This boosts better results.  It supports effectiveness as well.

Have a well-structured agenda, and be specific.  Be clear about the aims of the discussion.  Use time slots for each agenda item.

Ensure that participants engage

Engagement and feedback are key to success.  Effective communication is a 2-way thing.  Encourage others to participate.  Doing so, you can collect important info, and boost motivation.

Using your camera for web conferencing is better than only audio.  Watch for facial expressions and body language, as far as possible.  Paying attention to the tone of voice is also helpful.

Invite only the relevant people.  With a smaller group, you could gain more.  Using interactive features such as polls, chats, and having Q&A sessions are essential.

If you communicate with those in other geographical areas, consider time zone differences.  You could propose different options.  I usually don’t operate in the evenings and after dinner time.  However, if I need to get on a call with a brand from another time zone, I do so exceptionally.

Productive tools for insights

Use charts and graphs for stats.  Make the content easy to digest.  Use contrasting colors for better understanding. 

Spreadsheets are handy.  I wrote an article on how they can help anyone in daily life.  Read my other post on the daily uses in personal and professional life.

Effective meetings and decision-making

The quality of your discussions impacts your decisions.  Have a careful strategy around your set goals.  Have productive meetings, for the benefits they bring.

Successful web conferences contribute to the final results of your business.  Time is one of the most precious resources.  Take precautions and optimize your resources through effective web conferences online.

Conclusion

Online meetings are here to stay.  They support you in many valuable ways.  Take the right approach, conducive to successful decision-making.

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