Tips To Conduct Effective Online Meeting Training Ppt

Slide 1

The slide provides information regarding major recommendations to follow before starting an online meeting, such as setting the ground rules, creating and distributing an agenda, tools used in the meeting, setting up the meeting invite, and testing audio devices.

Instructor’s Notes:

Key recommendations to follow before starting an online meeting are as follows:

Create and Distribute an Agenda:

• All meetings, primarily online, must have an agenda
• List all the points that will be discussed in the meeting
• The host should distribute the meeting agenda to all participants 24 hours before the meeting

Set the Ground Rules:

• Set ground rules to make meetings productive
• For example:
  • Ask participants to keep the video on 
  • Be on mute until asked to speak
  • Use the raise/lower hand emoji to ask question

Software Checks for the Meeting:

Set up the Meeting Invite:

• Set up and share meeting invite with participants beforehand
• Steps to create a meeting invite are as follow:
  • Use a title for the meeting
  • Enter the correct date and time 
  • Set host/admin rights

Test Audio Devices:

Slide 2

The slide provides information regarding the key tips to conduct virtual meetings effectively, such as following the netiquette, using clear and concise language, using the right tone, providing thorough responses, and building a favorable online persona.

Instructor’s Notes:

Tips for conducting effective online meetings are as follows:

Follow Netiquette:

• Netiquette ( a combination of network and etiquette) is the framework of accepted behavior when communicating online
• For example:
  • Always dress appropriately for an online meeting
  • Remember to treat other participants the way THEY want to be treated
  • Check relevance of your message before sending
  • Avoid sharing inappropriate content
  • Have complete knowledge about the project
  • Contribute knowledge and share it with other participants
  • Invite only those participants who are required for the meeting and avoid sending unnecessary meeting invites
  • Do not pass on information without checking its authenticity/credibility

Use Clear and Concise Language:

• In online meetings, speaking clearly and concisely means choosing words carefully and accurately
• Construct sentences carefully to eliminate errors

Use the Right Tone:

• Before speaking, confirm if you are audible to each participant
• Avoid sarcastic tone in the online meeting, so that other participants don’t get offended

Providing Thorough Responses:

Build A Favorable Online Persona:

• In online meetings, one must build and maintain a positive bond with the other team members
• Limited non-verbal cues are a hurdle to building a connection in online meetings, but it is certainly a goal worth trying for

Record the Meeting:

• For record-keeping purposes record the online meeting

Slide 3

The slide highlights the recommendations to conclude virtual meetings such as prepare and share the meeting minutes, follow-up actions to be taken, schedule a follow-up meeting if necessary, archive meeting documents.

Instructor’s Notes:

Major tips to conduct online meetings effectively are as follows:

Prepare and Distribute Minutes of the Meeting within a Mandated Time:

Follow-up Actions:

If Necessary, Scheduled a Follow-up Meeting:

Archived Meeting Documents:

• After the meeting, all documents, including the agenda, minutes, and supporting documents, should be kept together and archived for record purposes
• When the review meeting is arranged, the archived files can be accessible by the managers