Looking to improve both the quality and productivity of your virtual meetings?
In light of recent times, it’s no wonder that such a significant number of businesses and organizations are opting for a more virtual approach when it comes to their communications.
This is especially true when it comes to meetings, conferences and training sessions.
Whether it be to cut down on the high costs of travel or purely due to the flexibility that virtual conferencing provides… ‘Remote’ meetings have become a regular part of our workflows, and they’re here to stay.
With that being said, how do we ensure the productivity of our Virtual Meetings?
1 - Use Reliable Platforms & Tools:
Facebook Messenger and WhatsApp video calls can be useful when you want to chat to friends or family members, but they’re not ideal for business meetings.
The sound and video aren’t very predictable and can be easily hampered, you cannot add many participants, and they lack many of the features needed for effective conferencing.
Modern
Virtual Phone Systems, on the other hand, offer many
features that can be used to create effortless virtual meetings. Two of the most important being:
*Video Conferencing
Increases all round collaboration by allowing users to add multiple video callers to a conference call and letting new callers easily ‘call in’ and join the video conference.
*Hot Desking
Allows users to log into any shared device and automatically have access to personalized profiles and configurations. Ideal for the live sharing of files during meetings.
2 - Don’t Forget Your Virtual Call Etiquette:
- Make sure that your lighting is not behind you. Is your lighting too dark (that your face is not clear) or too light (that it blinds others)?
- Look members in the eye when they talk - just as you would if you were face to face.
- Provide undivided attention to the person talking.
- Prior to the meeting - make sure that your sound is turned on and adjusted correctly.
- Make use of a chat box during meetings and be sure to give each speaker time to finish what they are saying.
- Dress appropriately and professionally, as you would for a face to face meeting.
- Keep your device muted when you are not involved in a conversation and be sure to minimize any background noise in the room you are physically in during the meeting.
- Offer your full attention and don’t multitask during meetings.
3 - Position Yourself Accordingly:
When it comes to communication (be it virtual or face to face) body language makes up for 55% and tone 38%.
- Step back and allow for some distance between you and the camera (creating a 3D space).
- Replicate the seating positions of a face to face meeting and stand at an acute angle to the camera.
- Make use of a whiteboard behind you to take notes and capture the conversation.
- Speak as if you are presenting (from your diaphragm) to extend the range of your voice.
Ready to take your virtual meetings to the next level? Consider switching to a Hosted Business Phone System, one that will allow for flexibility and growth while providing you with the features you need to keep your communications and operations running smoothly.
Contact us at X Corp, your partners in everything office automation. Alternatively, try our
Quick Quote Tool for your own customized Business Phone System Pricing.
