How to prepare for a Web Meeting or a Web Conference

Web Meetings are designed to make the meeting process easier and straightforward compared to those of a face-to-face meeting. But often, we find ourselves frustrated by the whole process of hosting a web meeting. We encounter issues and stumbling blocks often occur throughout the process. We recently spoke with Tsahi Levent-Levi about how Bandwidth can affect a web meeting over at Bloggeek.me. We covered aspects about ensuring you have the right bandwidth. However, there is more preparation you need to do in order to ensure your web meetings are as effective as possible.

Here is our walkthrough of the top tips for ensuring your web meeting is as effective as possible:

Understand the desired outcome
Outline or bullet point the desired outcomes from the meeting or web conference. Be sure to use these as a goal to work towards. Design and structure the meeting with this in mind.

Create your list of attendees and disperse agenda
Think carefully about who you would like in the meeting and what they will contribute. Some will need to share ideas whilst others will be key decision makers.

Send invites in advance
Send your meeting invites with plenty of time to go. It may not be possible for every attendee to make the allotted time. You will have the chance to alter the meeting date and time without causing any disruption or affect the meeting.

Clarify the agenda and expected outcomes of meeting with all attendees
It is essential to share the desired outcomes and meeting structure with all attendees. Attendees will have the opportunity to prepare themselves appropriately for the meeting and increase the chances of achieving the desired outcome.

Ask all attendees to familiarise themselves with the tool beforehand
Each web meeting tool will act differently, whilst most require a download. Fortunately, Drum Web Meetings does not require a download ensuring the process is straightforward. However it is still essential all attendees have a sound understanding of the web-meeting tool before hand.

Have all documentation pre-loaded and signed off
Pre-load any documents into the meeting prior to the scheduled start time and date. Some file types may not load and larger files will take a more substantial time to load. Knowing this beforehand allows you to make the appropriate amendments.

Enter the meeting early
Enter your meeting with plenty of time to spare. Welcome new attendees when they arrive and be sure everything is working, as it should. The spare time will allow you to correct or update anything if required.

How is the bandwidth?
We recently spoke about bandwidth and how this can affect the web meeting experience. Why not check it out over at Tsahi Levent-Levi blog bloggeek.me! The bandwidth can affect the meeting in many ways and there can be some simple solutions.

Press record
Drum Web Meetings allow you to record the audio of the meeting. Be sure to press this button before hand and your minutes will be saved for you. The recording can also be used to share with attendees once the meeting has concluded as a recap or as a catch up for attendees who could not make the meeting.

Carry out the web meeting
After all the preparation, you can now initiate the meeting in the safety of knowing you have completed all the preparation steps.

Preparation for a meeting can be a determining factor to the overall success. The Web Meeting starts way before everyone enters the room. As mentioned previously, preparation is the key to making the most out of your web meeting tool.

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