of As we adjust to the new normal video conference conferencing is not just bringing us together on the work front but is now also a lifeline to stay socially connected.
Madeira Public Relations always used Google Hangouts for video meetings until video became our main lifeline to the outside world. While we loved the simplicity of Google Hangouts, we needed a platform with more bells and whistles to host larger meetings.
Based on client feedback, Zoom seemed like the perfect for both our team as well as our clients. Now that we've been using Zoom for a couple of weeks now, we've learned some valuable lessons on not just how to best optimize the platform's functions but also how to facilitate an effective video conference.
Madeira Public Relations always used Google Hangouts for video meetings until video became our main lifeline to the outside world. While we loved the simplicity of Google Hangouts, we needed a platform with more bells and whistles to host larger meetings.
Based on client feedback, Zoom seemed like the perfect for both our team as well as our clients. Now that we've been using Zoom for a couple of weeks now, we've learned some valuable lessons on not just how to best optimize the platform's functions but also how to facilitate an effective video conference.
1. Have one person run the platform while another moderates or hosts the meeting. If teaching or hosting a larger meeting of 10 or more attendees, we have found adding a communications host to monitor the Zoom's chat messaging feature along with other email and texts attendees may send throughout the meeting is really helpful. Frankly, it can be challenging to monitor incoming communications, visual aids, and other platform functions while also leading the meeting. Ask for help!
2. Keep meetings to an hour. It's hard to keep people really engaged beyond an hour. To that end, we're prioritizing consent agendas and cutting back on introductions where appropriate so that we can almost immediately dive into the "meat" of the meeting.
3. Don't assume everyone knows how to work their mute function. Provide information ahead of the meeting and during the meeting introduction on best practices with regards to muting lines in addition to walking folks through Zoom's basic features and functions.
4. Set expectations ahead of the meeting to let participants know they will get the most out of the meeting by participating via video chat, rather than calling in on their phone. Of course, if this expectation is set with sufficient notice, it also lets people know to dress/plan accordingly.
5. Don't assume that people have the materials you may have sent them that are needed to facilitate the meeting. Have everything ready to be presented using the shared screen feature in addition to emailing all required materials to participants a second time approximately 30 minutes ahead of the meeting.
6. If you are going to use breakout rooms for brainstorming or other activities, select moderators ahead of time who are clear on their roles and objectives. As meeting needs require, have this person take notes to be added to the meeting minutes later on. Ensure this person knows how much time the breakout group has to meet so that they can help the group manage their time accordingly.
7. Identify a separate individual to take meeting minutes when the larger group is not divided into breakout rooms. As an alternative, the meeting can be recorded, provided that all participants are aware and agree to be recorded before the meeting begins.
8. Keep it interesting. One way to do that is to incorporate as many visual aids as possible. This can include having a PowerPoint slide deck or sharing videos from the host's computer.
We're sure this list will continue to grow as Madiera Public Relations continues hosting meetings and workshops on this platform. If you'd like to learn more about our services nationally and here in the Tampa Bay Area, please call or drop us a line and we'll schedule Zoom meeting!
2. Keep meetings to an hour. It's hard to keep people really engaged beyond an hour. To that end, we're prioritizing consent agendas and cutting back on introductions where appropriate so that we can almost immediately dive into the "meat" of the meeting.
3. Don't assume everyone knows how to work their mute function. Provide information ahead of the meeting and during the meeting introduction on best practices with regards to muting lines in addition to walking folks through Zoom's basic features and functions.
4. Set expectations ahead of the meeting to let participants know they will get the most out of the meeting by participating via video chat, rather than calling in on their phone. Of course, if this expectation is set with sufficient notice, it also lets people know to dress/plan accordingly.
5. Don't assume that people have the materials you may have sent them that are needed to facilitate the meeting. Have everything ready to be presented using the shared screen feature in addition to emailing all required materials to participants a second time approximately 30 minutes ahead of the meeting.
6. If you are going to use breakout rooms for brainstorming or other activities, select moderators ahead of time who are clear on their roles and objectives. As meeting needs require, have this person take notes to be added to the meeting minutes later on. Ensure this person knows how much time the breakout group has to meet so that they can help the group manage their time accordingly.
7. Identify a separate individual to take meeting minutes when the larger group is not divided into breakout rooms. As an alternative, the meeting can be recorded, provided that all participants are aware and agree to be recorded before the meeting begins.
8. Keep it interesting. One way to do that is to incorporate as many visual aids as possible. This can include having a PowerPoint slide deck or sharing videos from the host's computer.
We're sure this list will continue to grow as Madiera Public Relations continues hosting meetings and workshops on this platform. If you'd like to learn more about our services nationally and here in the Tampa Bay Area, please call or drop us a line and we'll schedule Zoom meeting!