by Natalia Jones

Created on: April 22, 2010

Online meetings are becoming more and more popular as companies both large and small try to implement more cost effective ways to communicate. While a lot of the same rules that apply to meetings that take place in person can be translated into the online environment, there are a few additional factors that can help to make online meetings even more effective.

Take a look at some of the following suggestions for improved results.

Make Sure the Attendees Get the Technology Right

Different online meeting communication tools can require different technology. If it is important that all attendees are visible this should be highlighted before hand as some web meetings are for voice capability only. Generally speaking, you should ensure that all your attendees have an internet connection that is fast enough to facilitate the chat. It is also a good idea not to try to run too many applications while your meeting is in progress so there is less chance of an interruption.

Look Out for Background Noise

While in a real life environment you can shut the door to the conference room and tell the assistant to hold all the calls, online meetings may be taking place amidst a lot of other activity. You might need to ask attendees to take in the meeting in a quiet place so that there will be minimal feed from the various backgrounds that are tuned in.

Appoint a Meeting Chairperson to Eliminate Cross Talk

While a lively debate might be tolerable in person, in an online meeting environment it can be really counter-productive. Firstly it can be difficult to hear when people are speaking at the same time and secondly, it is harder to interpret a person’s meaning from their tone only. This can lead to misunderstandings. It is better to allow one person to speak at a time so others can ask for clarification if a point is not properly understood.

Send Out an Email Summary

While in a live environment you may hand out agendas or notes for all your attendees to have a copy of, in an online arrangement you can send the same information in an email. This ensures that there is a record of the things that were discussed and various participants can be held accountable for defined action items.

Online meetings can be just as effective as real world meetings, but all the elements need to be in place so that the participants can make the most of the time.

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