In Coaching, Digitalisation, New Norm, People Process

You’re Up! Time to Host your online video meeting

Everything you should know as a meeting host.

Hosting is a term usually associated with the word party – Dinner, Birthday, After or even Political.  The likes of Zoom, Hangouts and Teams have turned many of us into Hosts.

Last week we focused on attendees of online meetings, this week it’s all about being Hosted and by you the Host. Whether you’re a maestro conducting as if Vivaldi himself or not, we’ve put together a few tips to make this new norm of video conferencing feel like a comfy pair of shoes.

1. Choose attendees wisely

Don’t invite more people than needed; it’s easy for everybody to attend an online meeting doesn’t mean all and sundry need to be there. Think about who’s needs to be in the room.  Ask yourself:

  • What input is needed, and from whom?
  • Who are the decision-makers?
  • Who are the influencers?
  • How and who is recording the details?

Conclusion: Only invite people you need for the topic of the meeting. Don’t waste time.

2. Introduce all participants

Create the right vibe and energy levels. When hosting a meeting with attendees who don’t work together regularly or at all, or with clients, introduce everybody or urge them to introduce themselves.  Keep the energy and interest levels up. Everybody’s up to speed, feeling more comfortable and engaged.  Of course, you don’t have to do that in a workshop with 50 participants, unless it suits the purpose of the meeting.

3. Time keeping

Send an agenda ahead of the meeting – preparation is key for all. Make sure to have clear topics of discussion before a meeting so all the participants are prepared and more engaged. It also helps to stay focused and get the most out of the time you have together.

4. Keep boredom at bay

Keep up everybody’s attention with engagement tools. There are a lot of options you can use, for example:

  • Polls
  • Screen sharing options
  • Shared docs attendees can work on
  • Chat function
  • Whiteboard

Conclusion: It’s not easy to get everybody’s full attention in an online meeting, there are more distractions at home than at the office, using engagement tools help to keep the rhythm and pace.

5. Fresh mind.

Make sure to give the participants a break; this way, everyone can take time out and come back with a fresh mind to continue and contribute to the discussion.

6. A quick wrap-up

At the end of a meeting, attendees should know

  • What decisions were made
  • What actions are to follow
  • Who is responsible for what.
  • What timescales actions need to be completed.

No difference to face to face setting. Same same.

The need and the trend for online meetings will keep growing and has become a daily part of our workday in a short space of time. Our tips and recommendations we help to increase your productivity and engagement during your meetings.

Maybe you have some of your Hosting tips to share in the comments? Let us know about your experience and what’s worked for you during these past months.

Here’s to the Host!

You missed part 1 about video conferencing?


Questions? Comments? Let us know what you think.

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