Maximize the value of a web meeting

Thursday, December 6 2012

A web meeting can last a few minutes or several hours, but regardless of the length, it is important for attendees to become active participants. Many companies use web conferencing to make it easier for workers to interact with one another, but these businesses could struggle to maximize the value of their internet-based operations if they lack the necessary expertise.

Consider the following tips to help ensure that every web meeting is valuable for participants.

1. Use quality equipment - Companies can take control of their web conferences if they supply staff members with state-of-the-art equipment. A top-notch camera, a computer that features helpful programs and software and a superior microphone can make it easier for attendees to see and hear each other.

For example, poor screen resolution can interfere with a web-based presentation. If a participant cannot clearly read information from a presenter's chart, he or she is unable to understand the value of the information. Additionally, this employee can be negatively affected in the workplace, as he or she may be unable to use the resources provided during the web meeting to successfully complete daily tasks.

Employers can avoid workplace productivity issues by striving to keep workers' web meeting equipment up to date.

2. Speak effectively - The audio and video qualities of an employee's web conferencing equipment are helpful only if a worker clearly speaks into a microphone. An effective voice allows a speaker to keep audience members engaged.

A worker who speaks slowly and energetically can keep a consistent tone and volume. This employee should try to magnify his or her voice rather than use an ordinary speaking voice, as this increases the likelihood that every participant will be able to listen to this worker.

Practice is helpful for those who may be uncomfortable delivering information in front of large groups of people, even if the presentation is taking place through web conferencing. With a strong speaking voice and delivery, a staff member can ensure that his or her message is clear, concise and direct.

3. Provide in-depth training - Web conferencing is innovative and new for many employees, and companies that provide hands-on tutorials can help these workers maximize the value of the technology.

Business officials can offer training sessions to large groups of workers in which a qualified expert explains how the technology works and its benefits. These leaders can also offer guidance after the tutorials by offering printouts and other resources to further assist staff members.

Workers who struggle at first may require extra support, and having an expert or a team of specialists on staff is helpful. Highly trained web conferencing professionals can provide immediate guidance to employees so they can enjoy the benefits of this world-class technology.

4. Make web meetings convenient for all participants - Web conference attendees could come from a variety of time zones, and employees should consider scheduling these meetings based on participants' work schedules.

The online meetings should also incorporate information that is valuable to all participants. A conference that relates only to certain staff members should exclude those who do not need to be directly involved.

Include a limited audience if possible in a web meeting. Every attendee should have a voice during a web conference, and a larger audience can sometimes make it more challenging for speakers to respond to every participant's feedback, especially if there is only a limited amount of time available. Instead, make a web meeting a small, intimate gathering in which each attendee can be actively involved and can freely ask or respond to questions at any time.