8 tips to organize quality web meetings

Web meetings are becoming more and more popular. Especially with the outbreak in remote working, which saw an impressive rise even before the pandemic.

If you consider that 97% of professionals who work remotely, do not want to go back to the office. 52% of men and 60% of women claim that they will quit their jobs if they do not continue remotely.

Finally, 74% of entrepreneurs believe that remote working will become the new norm. Subsequently, it is perfectly logical to say that web meetings, one of the main tools of remote working, are here to stay.

At VOICELAND we know first-hand about the new habits and the constant turmoil that the business world is imposing. That’s why we collected the most important tips and benefits of web meetings for professionals.

Web meetings: Benefits for businesses

Web meetings are now the new way of working. They offer many communication solutions to modern businesses with increased demands. From direct contact with employees working remotely to business meetings with clients, even interviews with candidate employees, this new way is absolutely effective.

The most important benefits they offer to today’s businesses are:

• Saving cost and time, as it eliminates distances and anyone can participate from anywhere.
• They promote team spirit. Remote employees are not left apart from important meetings and decisions.
• They increase productivity, through numerous functions, such as presentations, dashboards, folder sharing, and more. Find the most essential operations of remote working for businesses.
• It benefits both the employees and employers of a company and the customers themselves, who do not have to travel long distances to solve their problems. 
• There are many easy-to-use tools on the market for web meetings, such as the 3CX Call Center Cloud application offered by VOICELAND. In fact, it also has the possibility of recording the meeting for future processing.

Web meetings: 8 tips for businesses 

Web meetings can offer many advantages, but they can also be a waste of time. Any professional knows that in a meeting, a lot can go wrong. Especially at a videoconference.

Still, there are ways to organize the most “profitable” and quality web meetings. Meetings that have the best possible result, not only for you but for each and every participant. The following tips are the ones that have proved to be the most effective:

1. Set goals in advance

For an effective online meeting, it would be good to have defined its purpose clearly. Think about what you want to succeed with this meeting. You also need to know in advance the required participants and set a relevant duration.

A well-planned agenda helps you and your colleagues prepare, get immediate responses, and claim what you need. In this manner, it is more difficult to divert the conversation.

2. Set the rules

Αν If you are the organizer of web meetings, it would be a good idea to set some rules that everyone should follow. The better organized you are, the better for the meeting.

Make sure each member of the team is aware of:

• The exact time of the online meeting.
• The rules of the chat. For example, if someone wants to speak, let them press the “raise hand” button.
• The rules of the presentations. Set who will need to do screen sharing.
• The use of microphones. You can set as a rule that everyone will have their microphones shut, except when someone wants to ask something.

3. Check all the means you have at your disposal

Nothing disrupts web meetings as much as a technological barrier. However, because technical problems are always possible, it would be a good idea to check all the means you will use.

• Make sure your camera and microphone work properly.
• Test the application and its functions.
• Check carefully the files and presentations you are going to use.
• Make sure your internet connection is stable and find an alternative in case of interruption from the outset.
• If something really goes wrong, don't be afraid to restart. Most likely it will eventually save time.
• Finally, it would be a good idea to advise your colleagues to do the same. 

4. Find the right place

If you work remotely and are in your personal space, then move to an isolated room if possible. Ideally, covered with carpets so that no echo is created.

Otherwise, move to a place in the office that can offer quiet. Many businesses designate a specific space dedicated to web meetings. Just like the conference rooms. In this way, you ensure that you have the necessary equipment, the proper connection, and everything else you need for the meeting at every online meet

5. General tips for equipment in web meetings

In addition to their functionality, there are some ‘unwritten’ rules regarding image and sound. That’s why we advise you to make sure that the lighting is strong and soft to look clear.

You should also make sure that the camera is at eye level. Most times cameras of laptops are in a “bad” angle resulting in giving an image with an uncomfortable slope. A good idea, whenever possible, would be to look at the camera when you are the speaker. In this, it could help you to place the meeting window, relatively close to the camera of your computer or laptop.

Finally, use a decent microphone. Make sure they work and that they do not produce parasites.

If you need high-quality audio and voice, at VOICELAND we have quality VoIP devices, such as Snom headsets. They have superior sound quality thanks to the optimized adjustment of the speakers, while their microphone has the ability to cancel the noise.

6. Avoid multitasking

This advice is addressed not only to the organizers but to all the participants. As tempting as it may be to reply to an email, or even see your social media feed, do not do it.

Anything not relatable to the online meeting will prevent you from wiping out all the information. It is difficult not to be distracted. But, especially for important web meetings, you should try to be fully “present”.

7. Encourage everyone's involvement

Perhaps the hardest part of a web conference. Keeping the attention of all the participants takes a lot of effort. Fortunately, there are tested tips.

Initially, it would be a good idea to make an introduction at the beginning, to inform the purpose of the meeting. You can also introduce each participant. Before the start of the substantive meeting, do not be afraid for a little discussion outside the subject.

Another tip to get everyone involved is to share tasks. For example, you can set a chat coordinator, someone to control the time, and someone to keep notes on the important topics that were discussed.

Finally, do not forget to ask the opinion of others. Ask if they agree, and if they have questions or thoughts they want to share.

8. Find the right videoconferencing tool for your business

A very important decision that will determine all your upcoming web meetings, so be careful. To make the best choice, you need to think about the functions you need.

For example, how important is file sharing for your business? Do you need screen sharing? Also, find tools that can be integrated. That is to say, they can be connected to other platforms, such as your CRM or calendar to be even more efficient.

Read the 5 videoconferencing modes that every business needs.

At VOICELAND, the 3CX Cloud Call Center application is an ideal tool for web meetings. With the ability to record and send all your meetings to your email in just one click, but also additional features such as screen sharing, whiteboards, integration, and 100% encryption for the highest security, web meetings will be more effective than ever.

In addition to their functionality, with the Cloud Call Centers, you have much lower telephony costs and no maintenance costs, as they can be integrated into your existing equipment. They also offer significant benefits to modern, such as flexibility, agility, and many communication features.

Learn more about Cloud Call Centers from our complete guide.

With VOICELAND as your VoIP telephony provider, you will always have:

• 100% ability to configure your Call Center Cloud
• Immediate technical support
• High voice quality
• 100% Encryption in every application, but also physical device, for the absolute security of your data
• Multiple ways to reduce costs

Contact our representative to learn more about your business's functions or request an offer tailored to your needs.