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How to Create a Video Conferencing Agenda

by | Jul 24, 2020 | Video Call

Video conferencing calls can help companies with distributed teams run lean operations and get more done. If your business has branches in different cities, you can save time and money by holding virtual meetings through solutions like Gumzo.

Physical meetings can be a hassle to organize. For instance, when attendees come from different cities, you may have to make arrangements for their accommodation, transport, meals, etc. These expenses make meetings expensive, especially for small firms with tight budgets.

However, thanks to video conferencing solutions, you can sidestep these expenses and still get your team together for a meeting.

However, video conferencing calls are not a simple plug-and-play system for meetings. You still need to put in some work to make the meetings successful. As the host, it’s critical to come up with an agenda to ensure that everything will run smoothly. 

Here are four tips for creating an online meeting agenda that will be successful:

Define Your Goals and Priorities

Every meeting should have an agenda, which should be informed by the company’s goals and priorities.

Liaise with management or heads of departments to determine the goals and priorities of the meetings. The agenda should be centered around the goals. 

At the end of the meeting, the goals should be reviewed to determine whether the meeting was successful or not.

Determine the Meeting Duration

Determine how long the virtual conference should take. The duration of the meeting may be dictated by the agenda. 

However, do not hold long meetings just for the sake. According to a survey by Harvard Business Review, long meetings are unproductive. When your team is meeting virtually, fatigue can start creeping in due to the lack of that human element in communication.

Keep your meetings short.

If you have a long agenda, consider holding multiple meetings over time rather than a one-day meeting marathon.

Create an Outline of Your Agenda

Make an outline of the meeting agenda. Organize the topics that will be discussed and decide a time limit for each. Allocate adequate time for discussion of each topic.

As the meeting host, you have control of the agenda. However, if there will be multiple people presenting during the meeting, liaise with them to know how much time they will need. This way, the presenters will be able to cover every important topic in depth.

The agenda guides the direction of the meeting and determines its duration. Therefore, think carefully about it. If you are holding training sessions, separate them into multiple meetings to prevent fatigue among the attendees.

Distribute the Agenda to All Attendees 

Make sure all attendees know what will be discussed as well as what will be expected of them at the meeting. This means distributing the agenda a few days before the meeting.

If particular employees will be making presentations during the meeting, let them know in advance. The last thing you want is for the presenters to be caught off-guard or unprepared for the meeting.

If necessary, send multiple reminders about the meeting’s agenda to the attendees. This is important to ensure everyone is well-prepared for the meeting.

Set Your Meeting for Success

Before the meeting starts, encourage all attendees to test their video conferencing app. The audio and video software should be working properly.

Moreover, distribute virtual meeting etiquette guidelines to the attendees. The guidelines should cover everything, from participation to setting their environment right for the meeting. Following proper video conferencing etiquette will ensure the meeting runs smoothly.

For any meeting to be successful, it should be guided by an agenda. Follow the above tips to create an agenda for your next video conferencing call.

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