Click Partners

Running an online meeting is a necessary skill in today’s business. Good leaders know how to run a meeting. Exceptional are also every bit as skilled with online meetings.

You’ve heard the hype. Web conferencing can save your travel budget, important in today’s expensive environment. Run them right and you’ll improve communication and save money at the same time. Nice. Here’s 8 tips to help you get started.

1. Have an agenda distributed ahead of time. This is even more important online than in “normal” meetings. Having the agenda in front of all the attendees — preferably

2. Learn how to use your internet conferencing software. Invest a half hour in yourself and learn the application. If you’re worried about the cost, most of the vendors offer free trials - sign up for one and practice.

3. Check on whether participants have done their prep work. For reasons I’ve never understood, people seem more willing to blow off preparing for online meetings. You’ll want to gently nudge with a reminder. I prefer to do this over the phone.

4. Remember to smile while you speak. Call center staff the world round know that your facial expressions translate into your voice tone. Even if there’s no one to see you, smiling (with authority) works wonders.

5. Make sure the background noises are silenced. Don’t speak from a noisy room. If you’re working from home make sure there’s a door between you and the household noises (pets are a perennial challenge here). Turn off your cell phone ringer and ask that others do the same.

6. Have minutes be taken by another attendee. You will be using your computer to present content (PowerPoint, Spreadsheets, whatever) and should never ask people to watch you type meeting minutes. It’s like watching paint dry…

7. Check to be sure points are understood. Online meetings don’t give us the chance to read facial cues - which often help us figure out whether everyone understands or agrees. As the meeting leader, make a point of asking for questions after each major topic. This works best if you specific questions about each main point rather than just saying “any questions?”

8. Keep track of who’s joined the call. This is particularly important if it’s going to be an interactive meeting (as opposed to a formal presentation). Your participants will want to know who else is on the call. Ask everyone to identify themselves at the start of the meeting.

These tips will take you a long way in your desire to run a successful online meeting. Still feeling uncomfortable? Sign up for a free trial with a internet conference vendor (see resource box for helpful links) and practice a bit with a friend. You’ll both emerge knowing exactly how to run a meeting online.