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Running Effective
Virtual Meeting Author Name Date Contents What are we going to discuss today? #1 What is a Virtual Meeting #2 Three Principles for Effective Virtual Meeting #3 Before Any Virtual Meeting #4 Setup Technology #5 Let's have a Virtual Meeting #6 After the Virtual Meeting #7 Conclusion #8 Check List #9 References What is a Virtual Meeting? With organizations extending their global reach with geographically dispersed workforce Virtual Meetings are a must
Virtual /ˈvəːtʃʊ(ə)l,ˈvəːtjʊəl/
• Not physically existing as such but made by software to
appear to do so • Carried out, accessed, or stored by means of a computer, especially over a network.
In a virtual setup, having the right technology is like Process and culture that are expected to comply Best practices to have a focused participation. having a good meeting spot. with when you are not face to face.
Agenda of Virtual Participants Time Slot Share the
Meeting & Roles & Duration Content
Facilitator to set the purpose of the Identify who should participate, Suitable time-zone based on Teams meeting invite + audio- meeting and publish the agenda where they come from, with clear participant’s geographic diversity. conferencing options. with clear objectives in advance. roles and responsibilities. Share the time slot in advance. Share the content via email or Teams Moderator, Note Keeper, Decision Try to stick to the designated slot. link Makers. Plan on 20% more time than you need for each topic Setup Technology for the Virtual Meeting Picking the right technology is like picking the right meeting location
Assess your Tech needs
Identify which tools are required to have an effective Virtual Experience. Required device, recording capabilities, secondary communication channel, security requirements, etc.
Test the Technology
Conduct a dry run ahead of time to iron out any last-minute problems. Ensure everyone has all the required information and all team members to check, set-up at their respective locations. New members can dial-in 10 minutes early.
Meet on Microsoft Teams
Leverage Microsoft Teams for all communication and collaboration needs. Get trained on Microsoft Teams Designate a Technology Champion. Be consistent with the configuration of the tools
Backup Plan Be prepared for the last minute inevitable technical glitches (e.g. share the content before the meeting). Designate a tech czar, go-to problem solver for the other participants.
