With the COVID-19 pandemic currently taking place, our work meetings have turned from face to face interactions to online conferences. Zoom has become one of the most popular platforms used for virtual meetings. While the meetings may not always go smoothly for everyone involved that doesn’t mean you have to leave everything up to chance. Here are some tips to make virtual meetings stress free and effective.
1. Prepare and Understand Your Equipment
Test out your microphone, web camera, microphone and internet speed multiple times before the meeting. Technology can be very unpredictable, and it won’t always go smoothly. However, it’s best to prepare for those eventual glitches. You have time to learn how to troubleshoot your equipment before the actual meeting begins. The best way to do this is to set aside time the day before as well as the day of the meeting to ensure all of the equipment is functioning properly. Meetings are less effective when communication is constantly interrupted and attention has been removed from the tasks at hand.
2. Look Presentable for the Conference
Most companies are very understanding about the current conditions and don’t enforce a dress code, but they don’t expect you to look like you just rolled out of bed either. On the days you’re not in meetings, wear whatever you like, but if you’re going to be in front of others on a webcam you should wear an acceptable shirt and pair of pants just in case you may need to get up.
3. Pick an Appropriate Space
Depending who we live with will determine the amount of chaos going on in the house, but you have to prepare an area with minimal noise and movement to have an effective meeting. If that means that you have to be in another room just for the meeting, then by all means do that! Also, find an area that has presentable background….one without dirty clothes hanging from the ceiling fan.
4. Get the Children Occupied
Give the children something to do that will occupy their time for at least 30 minutes. A craft project is a good option for elementary and middle aged children. Make sure it’s something they can do on their own with little supervision.
If you can’t escape the chaos, let your employer and colleagues know so that they know what to expect.
5. Be on Time
Your virtual meetings should be treated as if they were meetings at your office, which means be on time. Even though you are working from home, punctuality is a must, and since you are at home, there shouldn’t be many excuses why you cannot be in front of your computer on time. But in the case that you are running late, let those who need to know. And if you’re the supervisor, let your employees know.
6. Stay Focused
Actively listening and paying attention are important when attending any meeting but are essential in virtual meetings. Believe it or not, people can tell if you’re paying attention by your body language and your eyes. This is especially true when having the meeting with people you worked with face to face. They will recognize your body language more than you think. So, stay off of your phone, checking your social media, browsing the web or replying to text messages. Not only can these activities be distracting, they are disrespectful to the presenter and the people attending the meeting.
7. Have a Positive Mood
Working at home has its difficulties and struggles, with some having a greater impact than others. It can be challenging due to 
children, spouses, roommates, pets and other distractions. As Christians, we are taught to try and make the best during seasons of adversity and this is one of those times. You may have to read your Bible, pray, fast, or even talk to someone about how you are feeling to raise your spirits, but by all means do whatever it takes. The attitude you bring to the meeting can definitely impact how productive it is.
We all must make an effort to conduct ourselves in the same manner as if we were physically sitting with everyone else. Don’t forget, the point of virtual meetings is to work productively with one another. If you keep these tips in mind, the chances of having productive and successful virtual meetings are significantly higher.
Do you have any tips you’ve learned conducting virtual meetings you’d like to share? Let us know!
