Maximizing Productivity with Virtual Conference Room

As per reports, 47% of companies have cut down business travel with the help of a Virtual conference room. While 79% of working professionals reported that virtual meetings are just as productive as physical meetings. Source: virtual-meeting-statistics

Data speaks a lot about the actual scenario. Virtual Conference Room offers you a better solution and engagement. In addition to that if planned strategically it helps to maximising productivity. Although the idea of virtual meetings is not new, it has become more popular since COVID. Additionally, the organization was aware of its many advantages. It is not all that common, though. A sizable portion of employees in the majority of organizations are still learning the ins and outs of their jobs.

However, it is impossible to ignore the benefits that a virtual conference room offers. Companies are using this format for meetings more frequently as time goes on, and they are also looking into ways to increase the effectiveness of virtual meetings.

With this blog, we will discuss tips that will help you to maximize productivity with a virtual conference room. 

Maximizing Virtual Conference Room productivity

Be Clear About the Goal

Without a clear agenda, it is not only foolish but also useless to organize a conference. Additionally, everyone's time will be wasted, time that could have been used to enhance the project's delivery. Therefore, it is important to be clear about the meeting's agenda. It is therefore suggested to take careful note of the meeting's agenda beforehand. You should also give out copies to participants so they can prepare their own points. You can post the agenda before the meeting on the group's chat board. All attendees will have the chance to quickly glance over the schedule and make meaningful contributions to the discussion in this way.

Virtual Conference Room platform

Because people use the incorrect tool or encounter IT problems, many virtual meetings frequently end in failure. Make a list of the features offered by various virtual meeting platforms. You need to analyze your needs so you can sync with a virtual platform such as Edverse that can assist you to make things easier. Running a demo session can save you from last-minute issues. Spend at least 15 to 20 minutes making sure everything is in working order before the meeting.

Testing does not guarantee a flawless meeting delivery, so be prepared with a backup internet connection, microphone, and speakers at all times. If a problem arises while attempting to resolve technical issues, try to remain calm. Avoid using some platform features if they are not necessary because they frequently cause your internet connection to slow down.  

Allow joining before time

The participant may enter the meeting prior to the scheduled start time. Use some meeting tools or polls to keep the audience interested. Additionally, you can provide access to websites or applications that allow people to play games together while waiting for the meeting to begin. By making sure the information delivered is condensed and disseminated successfully, shortening meetings or setting times for responses can be helpful.

Allow everyone to contribute

Participant engagement must be ensured for a virtual meeting to be successful. Giving everyone a chance to speak and paying attention to each one is how the meeting's hosts should make sure to accomplish this. It's also essential to pace the meeting appropriately in order to cover everything on the agenda and keep the sessions interesting. Attendees may disconnect in this situation and stop contributing to the meeting's conversation.

KISS (Keep it short and sweet)

A great way to breathe new life into your virtual meetings is to shorten their duration. Instead of a 30 or an hour-long meeting, try scheduling one that lasts 25 or 50 minutes. It might offer a quick break in between meetings for you and your team. It will also assist in bringing variety into the monotonous.

Keep away distraction

Remove any distracting noises before the virtual team meeting begins, such as a ticking clock, the sound of traffic from an open window, or the sound of family members conversing in another room. When holding a meeting, it's a good idea to avoid any distractions. You can also use noise-canceling apps to reduce background noise during online meetings. A cushioned microphone is another option for noise reduction. Do not forget to keep your phone in silent mode. It will make sure that any messages or phone calls you receive won't interfere with your meeting.

Conclusion and evaluation

Once the meeting is over, it is a good idea to distribute the "minutes of meeting" to everyone. They can analyze how productive the meeting was with its aid. In order to avoid confusion about decisions made or the course of action to be taken, your notes should always be precise and succinct. Maintain a simple, succinct style for all notes so that everyone can understand them.

To help those who are less tech-savvy adapt and comprehend what is required during effective virtual meetings, collaboration is essential. Using a phone-based survey tool, such as Poll Everywhere, to get each team member's opinion on particular discussion points is a helpful way to gather feedback in real time.

Final Thoughts

Remote work is going to be a permanent part of our work culture. That makes the Virtual Conference room a necessity in the coming time. Virtual platform has many benefits if taken into consideration with proper strategy. With the help of Edverse, you can successfully deliver a wonderful virtual conference. To know more about our services, you can also visit our website.