The internet has made possible a lot of unimaginable things. Who would’ve thought that business partners and their staff could conduct a meeting even when they are physically miles apart? With the advent of teleconferencing equipment, critical and pressing business meetings can be held amidst the distance barrier.
However, it does not readily follow that just because the technology is available, everything will run smoothly. There are many factors, just as in an actual business meeting, which causes communication to become interrupted or altogether broken.
Here are some tips to ensure that your online meetings will run smoothly.
Inspect all physical equipment before the meeting
In all undertakings involving rather sophisticated technology, glitches or malfunction can occur. You don’t want such to happen right in the middle of an important discussion. That can be very frustrating. It’s a must that you inspect all your equipment and your connection before the meeting starts.
Create a concrete agenda
Meetings are held for a purpose. A meeting without an agenda is like being tossed in a sea of turbulent waters, you’ll never know where the waves are going to hurl you next. Make sure that you have a solid list of items to be discussed and most importantly, stick to it!
Make your discussion or presentation concise
Nothing can be more tiresome than a discussion that goes on and on and round and round in circles. An overworked and drawn out speech makes any listener restless and bored. Such discussion usually fails to fulfil its purpose because it has already failed to engage attention. So always drive your point early and clearly.
Choose a conducive venue
Just like in actual meetings, background noise can be a distraction to the flow of a meeting. Take the initiative to choose a spot that is quiet enough. Avoid areas near roads, airports, marketplaces, and other heavily crowded places. It is also a sign of respect to your colleagues who have probably gone to great lengths to make detailed preparations for the meeting. An enclosed space like a quiet work room or a reading nook is an ideal spot for doing this.
While it is perfectly possible to do multitasking on a computer, it is highly unethical to be doing other stuff while a meeting is ongoing, however inconspicuous it may be. By all means, avoid using other programs or apps like Facebook or Twitter out of respect for your colleagues. Besides, multitasking during a meeting can be quite risky as you do not want to be missing a very important detail. Always pay full attention.
Computer technology has allowed us to defy barriers of time and space. Indeed, with teleconferencing, people halfway across the globe can come together and talk about critical details of a business. But remember that despite the radical changes in the way we do meetings nowadays, the same ethical principles apply. Technology shouldn’t make us less human.