Why is Virtual Meeting a Must?
Some time ago, a virtual meeting was not practiced so widely, and mainly it was used by IT teams and startups. Recent changes due to the global pandemic made the management of all enterprises consider this option to keep running the business in new conditions. Employers seek methods and techniques to make virtual meetings more effective as the team’s productivity depends on it. If you want to get excellent zoom transcription, you should do your best to guarantee a top-quality of your virtual meeting. This is when useful tips from experts can be of great help.
7 Tips for Effective Virtual Meeting
Despite the quick development of technologies and their incorporation in all spheres, many managers still experience difficulties with running a virtual meeting efficiently. The following tips will boost its quality and hence get good audio to transcribe after the meeting.
1.Select a good video conferencing tool
Most teams prefer using Webex and Zoom as exactly these tools are recognized as effective and reliable. However, if your company plans to work on a complex remote project, it is recommended to choose the tool according to its peculiarities. You should pay attention to the interface’s simplicity and provide all employees with a detailed guide on how to use the tool. It will help you get a high-quality transcription of the meeting.
2.Ask staff to turn on the video
Video conferencing tools allow participants of virtual meetings to decide whether to use the video option or disable it. Most users prefer to turn the video off, while it has a crucial meaning for the overall result. It includes posture, facial expression, gestures and, in general, enhances the non-verbal communication of the team. That’s why employers are recommended to encourage the team members to use a video option. Explain its benefits for receiving good video transcription of the virtual meeting.
3.Prepare a detailed plan
A plan is very important when it comes to a virtual meeting. Without a clear agenda, you risk wasting the time of your team. This is a brief instruction on how to do it:
- Write the participants’ names
- Mention the goal of virtual meeting
- Write primary topics for discussion
- State the overall time and time for speaking on each issue
- Encourage the participants to add a few ideas
- If there are no extra suggestions, then ask team members to confirm the plan
- Give the task to every employee
- Check and edit the plan if it is necessary
4. Choose the best time
It is crucial to have a virtual meeting strictly during business hours and on business days. Otherwise, you risk destroying the line between personal and professional life. Things are getting even more difficult if your team members work in different areas; hence, you should deal with a few time zones. Do you best find the time that will suit every member?
5.Keep to the point
As the employees do not have the opportunity to meet personally and discuss different private topics, they may start distracting from the central issue. Being a leader, you are responsible for keeping every participant of the virtual meeting on track. You should encourage everyone to prepare a plan and then focus on work only. Otherwise, it would be difficult to render speech to text online.
6. Write meeting summary
You need to write an effective summary when the virtual meeting is over and share recaps with all participants via email. Include the decisions that were made during the meeting and add significant information for every team member. If you have some uncertainties, it is necessary to apply to the video transcript service. Professional transcriptionists will help you understand the context and provide members with clear instructions. For example:
Hello today, guys!
I want to remind you of the agreed tasks during our virtual meeting:
- John – to get in touch with a supplier and discuss discounts by 7 October. Report to the next meeting.
- Anna – to call a marketing agency to find out whether the updated company logo is ready.
- Bill – prepare and publish posts for social networking.
- The next meeting is scheduled for 13 November.
- Practice virtual team-building activities
The main difficulty of virtual team management is weak employees’ engagement. It is explained by remote working when people feel isolated and do not worry about the project’s success. To engage the staff, you can work out games and quizzes to bring the workers together. Virtual team-building activities will help you strengthen bonds and increase morale. As a result, all remote employees will feel like a big friendly family despite the distance.
Final Thoughts
Having a virtual meeting with people who work remotely from different locations may be quite challenging. However, the online meeting is a requirement of the present day. You should follow all the above-mentioned tips to engage the employees and increase their productivity. If you prepare everything in advance, have a detailed agenda, and share your expectations with the staff, the online conference may become an effective platform for connecting all team members and achieve the best results despite new working conditions.
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