Necessity is the mother of all inventions, goes the saying, and so it’s intriguing to see how quite suddenly, with the unprecedented circumstances that have recently surrounded us, that online meetings and training have become the norm. At the time of writing this, the video-conferencing application, Zoom, continues to mushroom in size, last I looked it had over 300 million users worldwide and no sign of abating in growth.

Despite the rise and popularity of video conferencing, many people erroneously feel that in this day and age, with unlimited access to the internet, smartphones and the ease at which we communicate globally, to have an effective meeting is a simple case of just downloading software and flicking on the switch.  Not so.  When was the last time you really felt immersed and felt the energy tuning in online into an event?!  Not much right? You may have participated remotely, but not necessarily felt part of the event.

In this way, meetings and training sessions are also events that immerse you in live learning experiences, and if necessary care, preparation and consideration are not taken participants won’t have gained or learnt anything meaningful.  Consequently, whilst I’ve been using video conferencing software for almost two decades, it’s only recently that using the software enmasse that I thought I’d put together some pointers from the insights I have gained.  Hopefully, some of these tips will help collegues and friends as we currently wade through work-life in a lockdown due to the pandemic.

1. Prepare, prepare, prepare!

In online meetings, time is of the essence. To ensure you use your time wisely, it’s important to prepare well in advance. So make sure that you have taken a look through your notes and programme at least a few days in advance.  If there are other people going to be actively involved, then do check-in on them to make sure they are alright with their contribution.   Make sure, you have notified the particpants in advance of how to log-in to the meeting and provide them a schedule or programme. This lets all participants know what to expect and helps them also to plan for the meeting or training session.

If the online meeting software requires you to sign in, then make sure you have tried and tested your set-up at least a day in advance.  Wherever you are going to be for the meeting, make sure it’s a quiet space, free from distractions. Also, make sure that you’re not tuning in to the online meeting whilst ‘on the move’, moving and walking around whilst on the camera live can be very distracting and off-putting for other participants.

If, however you happen to get caught up and are compelled to tune in from a public place, then do make sure that you’re familiar with the software features that blur out the background or have the physical means (i.e. screen) to block-out the distractions around you.

2. Test the technology

It should be obvious that online meetings will not work if your technology fails on you. However, not everyone can anticipate every problem. So, ask particpants to tune in advance if possible, which can at least help rectify any issues or teething problems before the meeting.  It’s also a good idea to schedule in and be available at least 10-15 minutes before the meeting starts in case there are any problems, that way, you as a facilitator, are able to put parcipants at ease before the meeting starts.  Last thing you want is someone having problems part way through the meeting, whilst in full swing.  Sometimes this is unavoidable, but the point is that you are trying to limit the interuptions as best as you can prior to the meeting.

Also provide alternative ways for the particpants to contact you, such as mobile, email or social media.  If the technology fails then this alternative arrangement can be a life-line for particpants and yourself.

3. Don’t forget to smile! 🙂

Remember, in online meetings, you’re broadcasting yourself, your posture and body language.  Even if people were unable to see you, your tone of voice, sighing, laughing or sulking are amplified and can impact the message that you’re trying to get across, demonstrating to others your mood and attitude.  A good way to start the meeting is with smile.

If the participants have their cameras switched on, then do talk to your webcam/laptop/tablet camera, and not at their videos on the screen – looking at the camera whilst speaking creates the impression to participants that you are looking into their eyes, as you would do in person.  This also helps build better engagement amongst all participants.  But, try not to stare into the lens too much, as this can be distracting and off-putting too!

I used to work with a video production lecturer who was, in a previous life, a director of the British soap opera, Brookside.  He would tell me, “Mohamed, the audience will forgive a bad picture, but not bad audio!”, so make it easy for people to not only see you, but hear you too.  So avoid wearing something that would clamour against your microphone and try to minimise background sounds, such as fans, traffic noise, dogs barking and family (I must admit the latter maybe somewhat a difficult task!) Its good practice to use the mute button when you’re not speaking, so that any background sounds are not being picked up and those that are speaking have the due silence they deserve for their input.

Try speaking slowly and clearly, and pausing after segments. If after your bit if there is silence, it might mean that there is a problem with your set-up, or the way you have delivered your message.  So, do check with your fellow meeting participants by looking for visual and audio cues.  Many people use emoticons for clapping, being ok, or shwing that they are happy about something etc (👏🏽👍🏽☺).

4. Show good online meeting etiquette

As with any face-to-face professional meeting, it’s fundamental to maintain politeness and courtesy with other participants during online meetings.  This means avoiding peering at mobile phones or checking emails during the meeting.  As doing so can make you miss something important or showing other participants that you are distracted.

Finally, enjoy yourself. Training and meeting online is not everyone’s ‘cup of tea’, but it does have proven benefits.  Currently online meetings outweigh other options, allowing for the continuity of our day to day work.

Happy online meeting!