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Virtual meetings are taking place every day and everywhere. Many different people from various cultures could attend these virtual meetings. It is important that all participants know how to prepare for and participate in virtual meetings. If they don’t prepare and participate properly, the meeting won’t be as successful as it could be. Also, more meetings may be required for attendees to “understand” that they are the ones making the meeting more effective. Below are seventeen ways to prepare yourself to be a good participant in a virtual meeting.
Prepare in advance:
1. Make sure you have your login information and required documents at least one hour before the meeting time.
2. Use a headset for better voice over microphone and hear the voices of others without disturbing those outside the meeting.
3. If possible, remove distractions from the area where the meeting will be held.
4. Please turn off any email, text or phone that may interfere with focus while attending.
5. Dress as if you were sitting in the meeting, as the webcam may be on.
6. Post a sign that says “in a meeting” to prevent people from interrupting.
7. Eat before or after the meeting, not during because accidents happen or there may be a question in the middle of chewing.
8. Log into the session a few minutes early so the facilitator knows when everyone is present.
Participate during the time:
9. Introduce yourself before the meeting starts, if allowed.
10. Use “mute” when you are not speaking to prevent noise from entering the session.
11. Say the name before you speak so everyone knows who is speaking.
12. Stay focused on the meeting topic and agenda times.
13. Consider others and give them time to finish speaking before responding or asking a question.
14. Keep comments and questions short and to the point, as meeting time is precious and usually short.
15. Allow pauses as the transmit/receive time can be slow.
16. Limit movement and gestures, if using video or webcam, as it may cause blurry reception.
17. Record personal action items and request or suggest a due date before the close of the meeting.
The 17 ways to be a better virtual meeting participant should help make meetings more effective and possibly reduce the number of meetings needed to achieve better results. With these tips, global members learn the best way to prepare for and participate in a virtual meeting. No matter where they are during virtual meetings, they can be more effective attendees and help the meeting achieve its desired results if they learn to prepare and participate accordingly.
