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| Find out how the Online meeting works |
Fortunately, technology provides us with ways and means to communicate with each other, whether we are in different countries or even different continents. Technology has provided us with the means to improve our ways of life and our way of life, and technology provides us with, among other things, online meetings or virtual meetings.
Because traditional face-to-face meetings are not possible outside the workplace, there are many programs and tools that help you do a successful online meeting.
In fact, online meetings are not as difficult as many people expect, or require a lot of requirements.
All you need is the following:
Internet with high speed or reasonable speed.
Laptop or smartphone.
Program of work for the meeting.
In this article, we will elaborate on how the Online meeting works. Let's get started.
First, the best programs for the work of the Online Meeting
1. Zoom Program
A comprehensive video conference service that combines simple online meetings, group correspondence and video conferences, this program is the frontrunner during the Corona pandemic, and a large proportion of people use it for work or distance study in the meantime.
The program is appropriate if you have a 40-minute meeting or less, but if you want more time, it provides paid plans. The program allows users to host online seminars, virtual meetings, video shows, video conferences, and online training.
What distinguishes this program is its wide range of features that meet the needs of almost any company. It contains any basic, advanced and complementary features that the company may want on the video conference platform.
Here's the most important Zoom features.
Zoom supports about 100 participants in the free version, and in the paid version the number is up to 1000.
You can record your meetings for later review or share them with individuals who didn't attend the meeting, if you have a paid plan you can store these meetings on a cloud storage service like Google Drive.
Zoom gives you many cartoon backgrounds in case your room or home background is inappropriate to appear in meetings.
The program provides you with a waiting room that allows you to see a list of participants waiting to join Zoom's call, and you can add participants or kick them out of a meeting without dismissing them.
Zoom provides a white plate for writing in case you want to explain something by writing to the participants.
Zoom provides an experiment for participants to interact and demonstrate their emotions, where it contains the "Raise Hand" features to ask a question or comment on a particular thing, and also contains Emojis to interact with what is said.
Zoom provides an integrated and unique video meeting experience, and the free version provides all the features that you might essentially need.
2. Google Meet
One of Google's life-facilitating products, free and easy to use and providing 60 minutes per meeting, allows access to up to 250 participants.
But when you talk about features, it doesn't have much like Zoom, you can't record a meeting where only G Suite subscribers can record meetings.
It's considered appropriate for small teams and not for large companies that run multiple teams.
3. Skype Program
Skype has a great reputation for a long time, and has more than a million users, and Skype would be appropriate in case you wanted to have a small meeting with few participants.
Of course, Skype has been popular for many years as the best professional communication program, and many professionals around the world use Skype to communicate and talk about business.
4. Blue Jeans
A program that is somewhat unfamiliar to many users, the program provides no free plans, but paid plans starting at $1,000, and also provides an experimental version, the strongest feature of which is complementarity.
The ideal solution for online conferences and symposiums and large - scale events like Zoom. The program supports high - resolution audio and video clips to experience unprecedented conferences.
Here are some of the advantages of Blue Jeans.
Provides greater control over the quality of videos.
It allows you to cooperate effectively with your team by integrating it with many other programs.
Productivity is improved through the advantage of copying and highlighting meetings.
Available on all systems such as Mac, Windows, IOS regardless of device type.
Too safe to use. Don't worry about your information or privacy.
5. Go to Meet
It is another meeting program that is unfamiliar to some, particularly useful for small companies. There are no free plans, but paid plans starting at $1,000, but there is a 14-day pilot version.
It has many features:
Supports meetings of up to 15 people.
It allows recording of the meeting, sharing of the screen and chatting between participants.
Meetings could bring together up to 250 people.
This program is very simple and easy to use, so it doesn't take long to identify the program's potential and features.
Tip: Each time before the meeting starts, attendees need an intermediate program so they can access all the features of the program.
This may take some time, delaying the meeting if the attendees are not ready in advance, a feature that most users who want to start the meeting immediately may not favour without waiting for downloads or downloads.
6. Zoho Program
Another online program, with free plans and paid plans at $8 equivalent to £96 per year, is a reasonable price for individuals and companies.
This program is very special because it includes Zoom features as well as other features such as:
E - mail reminders, where you can make sure everyone joins the meeting on time by scheduling e-mail reminders and sending them to participants before the meeting begins.
Encourage participants to contribute to meetings, give any or several participants the opportunity to make presentations, and allow them to share their screens to provide an idea or clarification.
Give a participant the ability to control your screen to indicate something or explain a solution while sharing your screen and cooperate with others during the meeting.
Question and answer features and opinion polls.
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How to start or schedule an online meeting
Now you're aware of the most important programs to do a meeting, and you can choose from them as you need to do a successful online meeting, after you've downloaded the right program for you, you may now wonder how you can start or schedule a meeting.
If you are responsible for starting or scheduling the meeting, you will have to do the following:
1. Open the program you chose to do the meeting.
2. Looking for a scheduling option (Schedule), this option is found in any online conference programs. You'll find that scheduling is the first option you find when you open a meeting program.
So don't worry about this step, with a little exploration of the meeting programs you'll be able to figure out all their characteristics, as most of them are designed in a simple way that helps the user identify all the other features, such as:
Share Screen
Chat with meeting participants
With a little Google or YouTube search, you can know these features, where there are explanations available on YouTube to cover all these topics.
3. Schedule and mail the meeting to participants and invite them to participate.
How do you get into an online meeting?
Getting into an online meeting is a very easy process, and you'll often find that the convener has sent you a link through which you can get in.
Another way is to enter through the meeting password that the regulator has already sent.
How can you leave any online meeting?
In all meeting programs you will easily find this option, during this picture you will find the Zoom program, leaving the meeting is through the End button on the far right if you started the meeting or Leaf if you are just one of the participants.
In Google Meet, however, you find that the end of the meeting is always from the red headset button in the middle, and most of the meeting programs have the same coordination, or similar format.
Basics you need to check when doing the Online meeting.
First, before you schedule the meeting, ask yourself: Why do you need to make or do this meeting? Put in place questions that can help you determine whether the meeting is a best practice and make optimal use of your time or participants' time as follows:
Is there information that I should share with the audience so complex that they should be able to ask questions about it?
Are there any decisions I need to attend to make observations on?
Are there concerns that I have to make sure everyone hears and understands so that they can help fix them?
Is there a compliment I'd like to share in front of the team to motivate others to perform at a higher level?
Are there any updates to the project that team members need to know, so that they know what to do next?
Do participants have information or insights that I or others need to know?
When you make sure you're gonna need an online meeting... Follow these basics to get the best possible outcome.
1. Turn off the messaging apps
Often, many of us open networking apps like WhatsApp or Slack through their device, so if you log in to any of these sites/apps on your device, you're advised to log out completely during the duration of the meeting or turn off their notifications.
Participants may see any immediate messages received during the meeting, which may contain special data as well as a dispersal source for participants.
2. Find a Quiet Place
Start your meeting from a location or room where there will be minimal noise and noise. Plus, if your meeting target schedule includes topics that need to be focused, surely you'll need to stay in a quiet place far from home noise.
The success of On-Line meetings, like the success of traditional meetings, needs a quiet environment with no sources of dispersal, which you have to consider whether you're a manager or a member of a team.
3. Prepare the files you will need
When participants join the meeting, especially in case you're sharing your screen, they'll be able to see the desktop on your computer, so be ready! Process the files you will need, such as the presentation file for the meeting, or another file related to something that will be addressed at the meeting.
Put these files in a folder nearby on the desktop so you don't have to search for files.
Note: It would be a nice sign if you'd written a welcome note in the first slide of your presentation file, for example: "Welcome to the meeting! Or even if you're going to discuss a topic or updates without files, you can say hello to the participants and not get directly involved.
At least until you break the ice and let the participants talk comfortably to you.
4. Process paper notes
Fortunately, during any one-on-one meeting you can process paper notes so that you don't forget any point you want to discuss, as opposed to traditional meetings that might be unacceptable to consider paper notes before you.
I use this feature to prepare a paper with paper notes that contain the most important points for discussion, or the most important observations you don't want to forget when you talk to the audience.
For more advice and recommendations to implement an On-Line successful meeting, read our article entitled "Effective Advice for the Work of On-Line Successful Meeting."
Conclusion:
Online meetings have resolved the problem of the inability of working people to work in the same place. They are also useful for telecommuting companies. There are many companies in our Arab world that run their business in this way.
And from what I've shown you in this article, you have enough knowledge of how a meeting works, and the most important and famous programs available for a meeting... What program do you intend to use for your first online meeting? Tell us the comments!
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