Whether you like it or not, virtual meetings have been there for a considerable amount of time. According to these statistics, more than 11 million meetings are held daily. But how to make virtual meetings more efficient?
Well, this is where the Aira – AI Meeting Assistant comes into the picture. To find out what this tool is and what are the best ways to make virtual meetings more efficient, read on. We’ve included some basics in the list of tips that really work.
You will also find a brief comparison google meet vs. hangouts to find out what works best in your case. So, let’s get started.
9 best practices to enhance your virtual meeting
1. Setting the agenda
You should be clear about what you want to discuss in the meeting. You need to create an agenda and share it with your team before the group meeting. It brings it all on the same page.
When the meeting begins, make sure you use short explanations and never deviate from the topic.
2. Always be on time
This feels effortless, but is really important in terms of professionalism. If you are the host, starting a meeting late is the last thing you want to do. And to stay on time, you can use Aira – AI Meeting Assistant.
It is an amazing meeting assistant to help you hold meetings on time. It really picks up time from your calendar apps and gets the job done.
3. Limit the time
Do not resume a virtual meeting unless absolutely necessary. That’s because after a while, it gets boring. According to this source, most of the duration of the meeting is between 31-60 minutes.
And you can limit the duration using Aira – AI Assistant. It has an artificial intelligence-based feature known as meeting minutes. This feature provides information about meeting minutes that can help you hold a meeting at or before the time of the meeting.
4. Predefined host
Getting a predetermined host is essential. Otherwise, either everyone is talking, causing chaos, or no one is talking, creating a dead silence.
You can tell everyone in the description of the meeting by telling who is leading the meeting. It helps keep everything in order and ensures a smooth flow.
5. Encourage the video
Most of the time, when the video is not on, people try to do multiple tasks. This will be non-liberating and will disrupt the purpose of the meeting. So make sure everyone starts their videos.
This keeps everyone attentive at all times. This also encourages participants to participate.
6. Turn off the sound
If you have stopped talking, the sound must be turned off. It prevents others from hearing embarrassing sounds like a dog barking, which can bother everyone. And this step should be standard for everyone.
At a meeting briefing, you can ask the team to remain muted unless you are asked to speak. It maintains the interior during the meeting.
7. Background and dress code
During the meeting, your background should be completely unmixed. Or you can use apps like Zoom, which allow you to change the background virtually.
Even if it is a virtual meeting, it should be professional. And the dress code matters. Everyone, especially the host, should attend the meeting as a professional suit code.
8. Encourage participation
Depending on the type (s) of meeting you are hosting, you should encourage your team to interact or ask questions. It keeps everyone awake and active throughout the meeting.
You can ask their opinions on what you are talking about. This will allow you to improve the meeting experience not only for yourself but also for your teammates.
If possible, use graphics such as flowcharts, infographics, etc., instead of talking all the time. It helps in easy consumption of data and facts.
9. Don’t be too formal
Sometimes it can be difficult to focus even on physical meetings when the host is acting as a manager or is too formal. It can make others feel inferior, which can further affect productivity.
So whenever you lead an online meeting, try to be a little less formal. This encourages everyone to participate without hesitation. And it will definitely increase the efficiency of the meeting.
10. Bonus Tip – Record a conversation
As you’ve read so far, you deserve a bonus tip. Sometimes the topic or agenda is quite broad, which can increase meeting time. And it can be quite difficult for everyone to stay focused and understand every point.
In such cases, you can use Aira – artificial intelligence meeting assistant. It records the entire call / meeting, prepares the transcript and forwards it to all members of the group when the meeting ends. This way, anyone who may have lost tracks can listen to the recording after the meeting.
Which one should you choose – Google meet vs. Hangouts?
One of the basic differences that should make everything clear is that Google Meet is a more professional meeting tool. And Hangouts on the other side can be used for casual meetings.
Hangouts is good for small businesses and can support up to 25 participants. Google Meet easily supports up to 100 participants in a 60-minute call for free. However, the actual amount depends on the plan you purchase.
In short, both tools get the job done. But you should always make a decision based on what the requirements are. For an exact comparison between Google Meet and Hangouts, visit this link.
Virtual meetings have become somewhat permanent. So you need to take some basic steps to ensure the effectiveness of these meetings. In addition to increasing productivity, it helps you replace physical meetings completely.
You can use meeting assistants, such as Aira – AI Meeting Assistant, to enhance your meeting experience. It can help you record calls, join meetings on time, add or edit activity items, limit meeting time, and more. So make the most of your meetings with this tool.