With financial and commercial markets globalizing at a faster pace than ever before, businesses all over the world are relying on web conferencing technology in order to keep an open line of communication with clients, remote workers, colleagues, and important contacts.
If you are new to the world of web conferencing, don’t sweat. We’ve got the guide to ensure you run the most successful meeting yet.
Well in Advance
It is a good idea to start preparing as early as possible. Advance planning gives you time to work out any kinks and deal with unexpected complications ahead of time, so you can stay cool and focused throughout your call.
Make Sure You Have the Right Software
Besides your winning personality, good software is probably the most important part of your conferencing call. Make sure you have a service that is easy for everyone to use, with multiple user-friendly options for joining.
Wow participants with real-time screen and file-sharing capabilities, and make it easy for them to stay engaged in the moment by sending them a full recording of the meeting after it takes place. The right web conferencing software gives you an intuitive interface that supports complete control for a smooth, efficient meeting sure to impress.
Schedule Your Conference Call
Most web conferencing software offers calendar integration, which means that you can set up your meeting and send invitations right from your Google or Outlook calendar. Invitees will get the date and time, along with details about how to join the meeting. Some services even provide a link so participants can join with one click.
Prepare Your Presentation and Meeting Outline
Even if you don’t have all the details yet, you can start jotting down a basic outline of the meeting structure and some ideas about your presentation. Get started as early as possible on this so you have time to practice before the big day.
Invite Guest Presenters
Make sure you are in contact with anyone you may invite to present, so they have time to prepare.
A Few Days in Advance
As the web conference draws near, now is the time to start getting as comfortable as possible with all the tasks you will have to do at once. It never hurts to start practicing early, so you know where your stumbling blocks are.
Finalize Talking Points and Presentation
Make sure you give yourself plenty of time to get comfortable with your talking points. You will need to multitask, managing controls while in the web conference, so your material needs to be second-nature.
Go Over Participant List
Make sure everyone you need in attendance at the conference has been invited. If there are any last-minute additions, now is the time to send an invitation.
Share Your Meeting Agenda
Depending on your subject matter, strategy, and presentation style, it may be helpful to send the meeting agenda to everyone who will be participating. This gets participants on the same page.
Check-in with teammates and other presenters to see if there is anything you may have missed, and to confirm your approach is effective at communicating your points.
Get Comfortable With Your Software
Your software likely has all kinds of cool in-meeting functions. Make sure you are familiar with all of its features so that you can fully harness the power of your web conferencing software. Don’t forget that you will also be running a meeting and presenting.
So make sure you are very comfortable with all the tasks you will be handling at once.
The Day Before
You may be starting to get nervous about the big day coming up, but you have been planning and preparing, so there is nothing to worry about. In addition to the following steps, eat a good dinner, drink plenty of water, and do your best to get a good night’s rest.
Coordinate With Presenters
Gather any last-minute information, and make sure all presenters know the meeting flow and what is expected of them.
Take one last look and make sure you can easily use all the most important features, like muting individuals or the meeting, sharing your screen and files, and switching presenters.
Practice Your Presentation
Practicing your presentation in front of a mirror will give you insight into how you come across to others. Take note of any gestures or facial expressions you would like to use for emphasis or connection.
The Big Day
Start your day with a good breakfast and plenty of water. Take some deep breaths to center yourself before your web conference so you can focus on the task at hand instead of the butterflies in your stomach.
Dress For Success
Wear solid colors and stay away from white. Blues and greens show up well on camera. Do not wear jingly jewelry, keep your hair neat, and use makeup that highlights your facial features. Yes, even men.
Get Your Meeting Up and Running
Log in and prepare to start your meeting about five to ten minutes in advance to ensure an on-time start.
Greet Your Participants
Give everyone a warm welcome, and start your meeting.
Host Your Meeting
This one is pretty self-explanatory. The big thing to remember here is to breathe.
Congratulations! You successfully made it through your conference call. It’s not time to put your feet up yet, though. Follow up with participants by thanking them for attending, offering any other service, and asking them for any additional input.
As soon as you are able, send them access to the recorded version of your web conference so they can review anything they may have missed. Pat yourself on the back for a job well done.