How to Run a Flawless Online Session: An Overview

Only invite someone to a meeting if their presence is essential and they can contribute value to the discussion.

All professional sessions share the same general guidelines, whether offline, online, or hybrid. However, making virtual meetings truly successful can be more challenging. Below, you'll find a concentrated guide on how to master them.

I. The Basics — Ground Rules for a Successful Meeting

Mandatory Essentials:

1. Privacy & Security: Ensure that all materials you upload, as well as the entire online meeting, are protected by cutting-edge security measures.
2. Impeccable Audio Quality: Clear audio is non-negotiable; without it, nothing else matters.
3. Crystal-Clear Video: High-quality video is the next most critical aspect after audio for a successful online meeting.

Optional Enhancements:

1. All-In-One Setup: Utilize platforms that integrate all the tools you might need, so everything is easily accessible.
2. Customizable Tools & Setup Options: Tailor meetings and features to your needs and control the meeting’s layout for optimal engagement.
3. Agenda: The agenda is the oil that keeps everything running smoothly. Create and share it to stay on track and ensure everyone knows what to expect.
4. Collaboration Tools & People-Centered Experiences: Provide participants with dedicated tools to collaborate effectively.
5. Actionable Follow-Up & Feedback: The meeting doesn’t end when the video conference does. Ensure progress by documenting actionable tasks and gathering feedback.

II. Methodology

Before the Meeting

1. Define a Clear Purpose: Have a clear goal for the meeting and respect others’ time.
2. Be Efficient and Effective: Stay on track and ensure the meeting achieves its intended outcomes, such as a decision or an action plan.
3. Invite Only Essential Participants: Include only those whose presence is necessary.
4. Set Expectations: Let participants know what type of meeting it is so they can prepare accordingly.
5. Create and Share the Agenda: Provide a deeper understanding of what’s expected and what will follow.
6. Designate Roles: Assign roles to attendees as needed to ensure a smooth meeting.

During the Meeting

1. Share Only Relevant Information: Keep discussions focused and pertinent.
2. Reiterate the Meeting’s Purpose: A brief reminder of the meeting’s intent can keep everyone aligned.
3. Build Trust: Cultivate trust throughout the meeting; it’s your most important goal.
4. Follow the Agenda Collaboratively: Stick to the agenda and use collaborative tools to engage participants.
5. Ask Genuine Questions and Encourage Engagement: Engagement is key to resolving issues.
6. Provide Space for Divergent Thinking: Welcome different perspectives to foster growth within the team and company.
7. Agree on Next Steps: Collectively decide on the actions to be taken.
8. Aim for Measurable Results: Plan for concrete outcomes.
9. Recap the Meeting: Use a tool for meeting minutes and send them to the participants via email.

After the Meeting

1. Share Results & Follow-Up: Ensure action items are clearly communicated and tracked.
2. Request Feedback: Continuous improvement requires understanding what worked and what didn’t.

III. General Principles

1. Set Milestones: Establish clear goals and ground rules for each one.
2. Debrief as a Group: Reflect together on the meeting’s effectiveness.
3. Foster a Team Mindset: Ensure the team is aligned with the ground rules.
4. Support Each Other: Encourage everyone to help one another adhere to the ground rules.
5. Discuss and Improve: Regularly evaluate how the ground rules are being applied and look for ways to enhance them.

Conclusion

Using reliable technology for your online meetings provides the foundation for effective behavior. It facilitates clear agreement on expectations and how to meet them. Plus, solid ground rules are powerful tools for improving team processes. When combined effectively, these elements respect participants' time and lead to flawless virtual meetings that deliver meaningful results.