Web conferences are a requirement for emerging companies that want to expand. Conference calls are a thing of the past. Online meetings allow the people involved to make major decisions because of the many features of the web conferencing software in the market.
If you are planning to use web conferencing for you business meetings, you should know how to host the meeting. Here are the steps on how to ensure the success of an online meeting.
1. Planning of the web conference
Just like in any meeting, you should set the agenda of the web conference to prevent wasting of time during the meeting. You should list down the things that should be discussed and should be decided on. The flow of the meeting should also be noted. Important things should be tackled first to avoid missing to discuss them if time is not enough. There should also be a list of the people who are needed in the meeting.
2. Announcements and invitations
When all the planning is done, the people who are needed and are expected to be present should be informed. The invitation should be sent ahead of time if possible to give the participants some time to arrange their schedules. People with responsibilities during the meetings should be informed of their duties to give them time to prepare. If the people who will be participating live in different time zones, the meeting should be set at a time that is a good compromise to all.
3. Designing the presentation
Aside from the mentioned preparations, you should also plan the presentations that you are going to present on the online meeting. Make sure that it fits the time limit of the meeting duration and that all the required topics are discussed. It is also advisable to leave some time for discussion, especially if it is a business meeting.
4. Gathering of required materials
The next things to prepare are the materials needed. The hardware and the software required should be prepared days before the meeting. The basic required hardware includes a web camera, microphones, speakers and monitors. The web conferencing software should also be ready for use.
Don’t forget to prepare all the data needed for the meeting. They should be in digital form and should be stored in one place. Make sure that the data are compatible to be read in all the common platforms used by your company. If you are not sure if the data will be read by the participants’ computers, you should inform them ahead of time the data types that will be used.
5. Practicing and test runs
The presentation and the web conferencing software and hardware should be tested before the meeting. There should be an IT professional who will make sure that the technological aspect of the meeting will go smoothly. All the features of the web conferencing software should also be tested to make sure that they function properly.