How to Host a Virtual Meeting
Virtual meetings occur when the participants are unable to meet in person. Technology makes it possible to meet with people located in other offices across the country and the world. Hosting a virtual meeting is in some ways similar to hosting a traditional meeting in that you still need to be organized, ask questions and meet in a quiet location. Virtual meetings are treated differently because you can't always look at the participants to know they are bored or have questions. A host of a virtual meeting must take this into consideration and plan accordingly.
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Instructions
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Select a communication option. Virtual meetings can take the form of a web conference, teleconference or video conference. The option chosen depends on the technology available to you. Online programs provide free or low-cost virtual meeting software.
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Find a quiet area to present your information. As the host of the meeting, you want participants to hear the topic being presented. This is difficult if you sit at your desk in the middle of a busy office or if you are at home, where children and pets are around.
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Create options to solicit member participation. Ask open-ended questions with a positive tone rather than closed-ended questions that will elicit a yes or no response. This makes the meeting more interesting and not one-sided in nature.
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Use visual aids to explain meeting topics. Slide shows, graphs and other presentation materials make the meeting more interesting to participants. They will explain the topic to others who learn better by reading or seeing material.
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Identify the manner in which the communication option chosen functions. As the host, you should be aware of how to drop a participant if he places you on hold with music or how to interject when a participant is typing profusely.
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Use silence as a tool. Although you are the host, a virtual meeting makes participating more difficult for those on the other end. They are listeners who sometimes have no ability to raise their hand or use body language to make a point. When you are silent, it gives them an opportunity to speak up.
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Elicit feedback from participants. As a host, you want to know if the meeting was a success, whether the participants acquired the information you conveyed and if the meeting was productive.
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References
- Photo Credit table for meetings image by terex from Fotolia.com
