Unlock the Power of Virtual Meetings - Tools and Techniques for Better Engagement

Virtual meetings are online conferences that replace in-person gatherings. They allow people to connect instantly from anywhere in the world using a computer or mobile device. This change makes them powerful tools for global collaboration and communication. They can be used for one-on-one meetings, team meetings, client meetings, or large corporate events.

In that region, virtual meetings made up 39 percent of events in 2020. In Europe, 30 percent of meetings were online. In Asia, 25 percent of meetings were virtual. In the year discussed, almost half of all tech events were held online. About a third of educational meetings also took this virtual approach.

Virtual meetings are a convenient and efficient way of bringing people worldwide into one space and allowing for charts, graphs, videos, audio, text, and files to be shared instantly among participants. With potentially up to hundreds of participants involved, organizations can create a collaborative environment that benefits everyone. The digitalization of the meetings industry is transforming how events are organized, marketed, and experienced.

Eliminating the need to travel, secure accommodation, and purchase food means extra savings. Time is also saved, which can be redirected into productivity as any time commuting and preparing for a meeting can be used for other work instead, leading to increased efficiency.

With access to the internet more widespread than ever, people can connect and participate from places around the world instantly. People from diverse locations can connect and engage in real-time, fostering collaboration and knowledge sharing globally. Taking the travel aspect away from meetings is also environmentally friendly and reduces the carbon footprint. 

With more platforms available nowadays, choosing the right one according to features and the number of people it can host is worth considering. By carefully evaluating factors such as features, capacity, costs, integration, and privacy, you can select a virtual meeting platform that best suits your organization's needs and preferences. Here are five recommended platforms for meetings.

Google Meets has become a popular platform in recent years and can host up to 250 people (who must have a Google account) at once. Google Meet’s integration with Google Workspace tools enables smooth workflows, from scheduling meetings to collaborating on documents in real-time during the session.  Google Meet’s simplicity, along with features like screen sharing, breakout rooms, and live captions, makes it a preferred choice for schools, colleges, and universities conducting remote or hybrid learning.

 Skype has been a popular communication tool for many years, and the addition of video conferencing for up to 50 people with no sign-up or download requirement makes it even more accessible and convenient. The link-sharing feature in Skype eliminates the need to download and install the app, making it a more convenient and efficient way to join meetings for both personal and professional use.  

Cisco Webex is designed for businesses and is known for its strong security, intuitive controls, and capacity to host up to 100 people with no time limit. 

Toasty stands out as an engagement-focused platform by offering various tools and features that prioritize active participation and interaction during meetings. It is free and can make virtual meetings more engaging and collaborative offering built-in ice-breaker questions, interactive polls, activities, Miro boards, collaborative whiteboards, and more.

A successful virtual meeting requires planning and preparation. Depending on the size, agenda, and what is to be shared, plan accordingly to ensure the virtual meeting will go smoothly and participants are engaged.

Set an agenda for the meeting that covers the key points to be discussed. It should be shared with all participants before the meeting to give them time to prepare. By following an agenda you can ensure productivity and focus.

Make sure you have access to a strong internet connection. Also, don’t forget to test your microphone and camera beforehand to make sure everything is running fine. Check whether your microphone is on or off and if being on camera is necessary. Keep the camera on if you feel comfortable. If there are more than 10 participants in a meeting, then muting your microphone is recommended. Blur the background if you think it would be distracting to others attending the meeting. By preparing properly and following these guidelines, you can contribute to a smooth and effective virtual meeting experience for everyone involved.

Begin a meeting by warming up with some informal icebreakers to help participants engage with each other. 

Ensure that someone is moderating the meeting. Remind participants to mute themselves when they need to listen and have them direct their questions to a chat function. Doing this will ensure everything runs well while maintaining clear, active communication within the team or organisation.

There is always room to improve a virtual meeting. Feedback from participants will help you identify areas for improvement for future meetings, whether they will be held on a different platform, use different features, or follow a different structure, and help ensure a positive experience. After making changes, follow up with participants to see if the improvements have been effective. Continuously monitor and adjust your practices based on ongoing feedback. By actively seeking and incorporating feedback, you can refine your virtual meeting practices and ensure a positive experience for all participants.

New technologies are always being incorporated into meetings and events making the future of virtual meetings more meaningful and impactful. Some recent trends and developments have even introduced integral aspects of virtual meetings and events that are sure to continue for the foreseeable future.

The talk about AI has been impossible to ignore, and the benefits it can bring to meetings and events are no exception. Examples of AI-based technology include the provision of real-time language translations for international audiences or the creation of automatic transcriptions to improve note-taking.

Advances in technology have allowed the possibility of projection mapping and even 3D holograms to be implemented in meetings and events making them more engaging and immersive. Keynote speakers could be projected in real time for an even more immersive experience.

Case studies in meetings and events can be found on the JTB website. Learn more about successfully digitizing your meetings and events here at Contact Us.