Best practice when running a web conference.

16 March 2020

How to create a better experience for your presenters and contributors

Anyone who’s either run or taken part in a virtual meeting through well-known platforms such as Skype, Zoom or WebEx, for example, will be familiar with certain scenarios – from feedback on speakers to web cams catching attendees by surprise!

While much-improved internet access and speed, and communication / collaboration technologies with their hi-res video, screen-sharing and seamless audio capabilities can very effectively bring global teams together, they can also make meetings feel awkward, disorganised and disjointed if not properly executed.

With this in mind, we’ve put together a list of 10 simple best practices that will result in a better, more effective and impactful experience for everyone taking part in your virtual meeting.

  • Ideally, have your laptop hard wired to the internet – we all know that Wi-Fi can be unpredictable and drop out
  • Turn on ‘do not disturb’ if you use an instant messenger such as Skype or Slack – this avoids notifications about meeting your partner for lunch
    popping up while you’re sharing your screen
  • Have everyone automatically on mute as they join the meeting – there will always be someone in the car or noisily preparing their coffee!
  • Have everyone’s video automatically turned ON during log in – it will improve concentration and participation. Just make sure you communicate this before the meeting (no excuses for still being in that sweaty gym kit)
  • If you’re working / dialling in remotely, make sure your location and background is suitable for video dial-in
  • Limit open windows and applications on your desktop to prevent further notifications / updates
  • If using a Q&A facility within the platform, consider a second laptop logged in for participant registrations and viewing typed questions to save switching through the programme
  • Ensure that anyone outside your organisation is assigned as a presenter if they need to be, so that they can share their screen easily without delays
  • If multiple people are presenting, consider having a moderator for presenters online – it makes moving through the slides on your presentation and un-muting attendees much more efficient
  • Consider using any break-out room functions within the platform, discussing ideas in smaller groups and connecting back to the wider meeting to further replicate the feel of a face-to-face meeting

For more detailed guidance on running or participating in virtual, hybrid or multi-hub meetings, get in touch with us today.

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