How to Conduct Effective Online Meetings

Online meetings are a regular part of the corporate environment in a world that is growing smaller due to globalization. Running effective online meetings requires an extra layer of organization and people skills. Use the steps below to run successful online meetings.

Difficulty: Moderately Easy

Instructions

1. 
    
   onliine meetings

   Reserve a Meeting Time and Phone Conference Line
   
   If you are using web conferencing and a phone conference bridge, reserve the meeting time and send out the meeting link, bridge number and password so people can call and log into the web conference at the appropriate time. If you are going to be sharing your desktop, make sure you practice doing this prior to the meeting and send out the appropriate information so every one attending the meeting can log in.

2. 
    
   online meetings

   Send Out An Agenda Prior to the Online Meeting
   
   Create and email out an agenda prior to the online meeting. Follow up with an email to make sure that there are no questions about the meeting or agenda. It is a good idea to communicate more than you would if your group was in the same location.

3. 
    
   online meetings

   Contact Everyone Who Will Be Presenting at the Meeting Prior to the Online Meeting
   
   If your agenda calls for multiple people to present, contact each presenter on the phone or email to ensure that everyone is on the same page with regards to the agenda.

4. 
    
   online meetings

   Identify a Meeting Leader , a Note Taker and a Time Keeper
   
   Identify a Lead, a Note Taker as well as a Time Keeper for the meeting. The time keeper will be responsible for keeping an eye on the clock and the agenda and moving the meeting along at appointed times. The lead will be responsible for identifying and assigning action items throughout the duration of the meeting. The note taker will be responsible for taking accurate notes and sending them out at the end of the meeting.

5. 
    
   online meetings

   Speak Clearly Into the Phone During the Meeting
   
   Test out everyone’s speaking volume prior to starting the online meeting. Make sure that you are speaking clearly into the phone during the meeting and that everyone can be heard. If someone has problems with being heard, have them switch phones or headsets. If you are sharing your desktop, check to make sure that every one in the meeting can view your desktop. Make sure that you have allowed time in your agenda for resolving any minor technical difficulties.

6. 
    
   online meetings

   Follow Up After the Online Meeting
   
   Make sure that your note taker sends out meeting minutes and that you follow up on any action items with the appropriate people after the meeting. Set up a follow up meeting at an appropriate time to resolve any remaining issues.

[chrisanimelo444]

on 8/20/2009 Wow, thanks for the advice! Awesome tips. Great job.