How to Manage Large Video Meetings
Although meetings often average 3 to 5 participants, there are definitely occasions that necessitate a higher number of attendees. Large video meetings can be very productive and valuable. However, if not managed properly, it is easy for them to get out of hand and become disruptive, or worse, to become a time-suck. However, when you’re working with the best online meeting software for your company, you can ensure that you leverage specific features and resources to create a smooth, valuable experience.
First, always ensure that you have an agenda. By taking the time to slate out exactly what will be talked about and when, meeting attendees are more likely to show up prepared, researched and ready to speak about certain topics. If possible, include this agenda in the initial meeting invite to ensure that participants have context for your discussion.
You should also be sure that you’re muting participants upon entry. Although options can vary depending on the software being used, this is often as easy as opening the moderator control panel and clicking on a “mute participants” or “mute participants upon entry” option.
As users join the meeting, it is also important to let them know that you’ve muted them. If they have any questions or feedback throughout the meeting, let them know they can either chat you or, with some software, “raise their hand.” This will keep the call focused and free of background noise, but allow for participation when necessary.
Finally, ensure that you have a co-pilot to help you run your meeting. Even if you’re using the best online meeting software out there, this is important to ensuring that the meeting runs smoothly. Especially if you’re going to be the primary speaker, driving content and then conversation, it may be beneficial to have someone else moderate (or help you moderate) the meeting. Not only will this allow you to focus on content, it will give them the control to mute/unmute, mitigate any source of audio disturbances, answer questions via chat, etc.
Many people have found that all-in-one, unified solutions make for more successful meetings that are better documented, easily accessed (without the need to download software), and a more effective way of working with those within and outside of one’s organization. Whether you’ve taken the leap to conducting meetings with a unified solution such as this, or are still utilizing a one-off solution, remember: finding the best online meeting software for your organization means finding an easy, hassle-free fit to be utilized across all of your company’s business relationships.