How do I successfully manage a virtual meeting?

Tips & Tricks for a successful, virtual meeting

Here you will receive tips & tricks on how to successfully plan and organize virtual meetings in the current situation and in the future. You will also receive an overview and instructions for communication programs that are already available at TÜV NORD.

Virtual meetings have the advantage that they are often much more effective and therefore lead to the goal faster.

Tip #1: Plan the virtual meeting

First of all, it is important that you think about which program you want to use. Do you want to make a video conference and share your screen? Then WebEx or Skype is the right choice.

Ask yourself the question what, with whom and how you want to discuss something. Basically WebEx and Skype cover most requirements. Here you can find an overview of available communication programs at TÜV NORD. We have also provided instructions for setting up the programs here.

Set an appointment and invite the necessary (!) participants and provide the access data for the meeting room.

Tip #2: Test your hardware and the connection in advance

"Can you hear me?" is probably the most common greeting on video and teleconferencing. To avoid this, we recommend that you test your hardware as well as your Internet connection in advance and adjust them if necessary, so that you do not have to do this after the meeting has started.

Tipp #3: Pay attention to the environment and your appearance

Make sure that you are undisturbed during the meeting. Ambient noise or similar disturb you and the participants and often cause frustration. Make sure you are in a tidy environment and have a well-groomed appearance, similar to how you would normally appear at a normal meeting.

Tip #4: If possible, insist on a video transmission!

If technically possible, you should insist on a video broadcast for all participants. This has many advantages that would also be present in a "normal" meeting. Video transmission makes participants feel more involved because members can see each other's emotions and reactions, which immediately makes the room more human. They are no longer just voices over a telephone line, but it actively encourages interaction!

Tip #5: Mute your microphone when you are not speaking!

To avoid annoying background noise or echoes, especially in virtual meetings with a large number of participants, we recommend that you mute your microphone when you are not speaking.

Tip #6: Stay focused

Do not let other things distract you. It may be tempting to check your inbox or have a side chat in a boring meeting, but don't do it! You might miss important information or an opportunity to contribute. When using your webcam, use careful body language - sit up straight, don't make large, strange movements, and don't let your eyes wander too much. It is also a sign of politeness.

Tip #7: Watch the time

Pay attention to the time and try to lead the meeting and the participants effectively through the time limited appointment. You can postpone unnecessary discussions to another time and possibly lead them in a smaller circle. If you have an agenda, present it and make sure it is followed by all participants.