Business has changed in so many ways, we no longer have to be in the same room or even in the same country to conduct a meeting. We can now run a virtual meeting with our clients, it gives us the opportunity to discuss business proposals without having to sit face to face across a boardroom. Although virtual meetings can be useful, there are many things that can go wrong if you don’t plan ahead.
Disasters Can Occur
If you rented virtual offices in Sydney and you need to organise a virtual meeting with clients who aren’t in the city or even in the country, a reputable virtual office provider can meet your request. Before you rush into the meeting, there are a couple of things you should know to avoid disaster.
Depending on the type of equipment used, it can be difficult to hear each other during the meeting. If you’ve rented a virtual office space, they should provide you with modern equipment. Even if you’ve state of the art equipment at your end, the person at the other end may not have. This can be an issue and it can affect the quality of your meeting. Here are some additional issues you may encounter:
- Meetings become disorganised with multiple participants.
- Interruptions occur when you’ve several contributors.
- Some people become passive listeners.
If you’ve encountered any of these issues, you are not alone. With a little preparation, your next meeting should be fine.
Check Your Tech
One way of ensuring your meeting goes smoothly is to troubleshoot your tech. The tech you have at your disposal could be the best in the world, but if you’ve no idea how to use it, things can get messy. You should always check the equipment before the meeting, knowing how to use it gives you the chance to focus on more important issues, rather than trying to fix tech problems.
Take the Lead
Without a leader, virtual meetings can be tedious and disorganised. You aren’t face to face with your participants, so people don’t pick up on non-verbal cues or body language. Without any of these, no one knows who is speaking or ready to speak next. You must be direct in a virtual meeting, take control and dictate to participants. Ask direct questions, rather than meeting-wide questions that most of the time won’t be answered.
A day or two before the meeting, send each participant an agenda, so they know exactly what will be discussed. If the virtual meeting goes quiet, you can revert back to the agenda and move onto another topic of discussion. If talkative people drift away from a topic, an agenda gets them back on track.
To ensure a virtual meeting goes to plan, you must take steps check the tech, set a clear agenda and take the lead during the conference. Virtual meetings are very useful, especially if you’ve clients or investors who aren’t in the same city or country. Renting a virtual office gives you the opportunity to enjoy a high-tech room with no interruptions.