Prepare a plan and meeting schedule in advance
Creating a specific plan and meeting schedule will help participants know what to expect during the meeting and be better prepared to provide their input to the leaders.
If you are the host, ensure the safety of the meeting by researching online meeting platforms to choose the most suitable option for your company’s meeting. This is also an opportunity for leaders to demonstrate their management skills and effective communication with employees in a meeting.
Check devices and network connection before the meeting
Don’t wait until a few minutes before the meeting to log in. You should check your devices about 10-15 minutes in advance. For example:
- Ensure a strong enough Internet connection.
- Avoid interference from other applications when joining the meeting.
- Avoid turning on too many applications that could overload the computer and cause the online meeting application to crash.
- Prepare additional devices, such as a headset, in case the sound from your phone is too low.
- Ensure the camera is working (or not covered) if pictures are required for the meeting.
- Make sure the headphones and microphone are working.
Choose a quiet and suitable place to meet and work
You should choose a quiet place to participate in the meeting and work. A quiet place allows you to focus and follow the meeting more easily and comfortably express your opinions and views. A noisy environment can distract you and interfere with the meeting for other participants.
Be punctual
Being on time for online meetings is important. Joining the meeting late can cause you to miss important information and disrupt the meeting for others. Being punctual demonstrates your professionalism and respect for others’ time. Additionally, adhere to working hours, regularly check messages, and provide timely feedback to avoid impacting the progress of the team’s work.
Control speaking time and prioritize important content during meetings
Control your speaking time and prioritize important content to avoid lengthy and irrelevant conversations that can bore participants. Each person should focus on relevant topics during the meeting and ensure that enough information is conveyed afterward. This helps develop concise and engaging presentation skills and shows professionalism in your work.
Do not leave/join the meeting on your own
Always monitor the meeting content and actively participate. Avoid leaving the meeting on your own, as it can lead to missing important information and create a negative impression of your professionalism. Ensure that your device is not overloaded and causing interruptions in the online meeting application.
Do not work on your own during the meeting
During the meeting, prioritize active participation and avoid working on your own. Focus solely on the meeting to ensure accurate and smooth information exchange. This shows your enthusiasm and dedication to your work.
Say your name before speaking
When speaking during the meeting, say your name before expressing your opinion. This helps capture everyone’s attention and facilitates better communication. Also, ensure that your microphone is enabled before speaking.
Turn off the microphone when not speaking
To avoid unnecessary noise and distractions, turn off your microphone when you are not speaking during the meeting. Keeping the microphone enabled only when necessary ensures a more pleasant experience for all participants.
Use the chat function appropriately
When using the chat function during the meeting, ensure that it is used appropriately. Establish guidelines with your colleagues to ensure its effective and appropriate use. Misuse of the chat function or microphone can make it difficult for participants to capture information during the meeting.
Emphasize interaction
If you are a leader, create opportunities for your employees to interact, share opinions, and provide feedback during the meeting. Encourage active participation to make the meeting more lively and effective. Employees should be proactive in their work and actively contribute to the meeting’s content.
Hope that these tips will help you effectively prepare for online meetings at home!
