Five fast advice for a Skype meeting:
- It gives “many points” to get on time to the meeting;
- It is smart to have the system downloaded and installed the day before (In some companies you need IT to help);
- Test that your microphone and camera work;
- Is there more to the meeting mute your microphone when you are not talking;
- If you join from a laptop remember to turn off your phone.
And if you want to have the longer version:
Some fast advice for a great meeting:
Before a business meeting
Come prepared. Not just you, the organizer, but the attendees as well.
Do you really need this business meeting?
Not everything can or should be resolved in a meeting. Perhaps you don’t even need to schedule it! Can the matter be resolved via email or quick chat instead? Then do so instead.
Only invite necessary people
Include only the people who are relevant to the discussion or have a say in the matter.
Choose the right time
Try to be conscientious of the fact that, if you’re organizing a transatlantic meeting, some people are just starting for the day, with the other wrapping up.
Choose the right meeting room
Choose the meeting room applicable to the number of people, supplies, and type of meeting you’re having.
Send an official invite
You can’t expect people to show up on time if there is no set date and time booked in their calendar
How much time do you need?
A meeting can also be 20 minutes, 30 minutes.
Incorporate minutes/round-up of the previous business meeting in the invite
Are you’re following up on something from the last round?
Outline what attendees need to bring
Must-haves to bring to a meeting include note-taking gear, such as a notepad and pen or laptop.
Have an agenda
Keep the agenda simple and send it out several days in advance.
Set success criteria and calibrate expectations
Increase business meeting effectiveness with success criteria.
Are your slides in order, your software up to date?
Provide copies of essential documents
Send important documents prior to the business meetings instead of handing them out as the meeting starts.
Make sure all attendees have access to the program you attend to use if the business meeting will be held online.
Confirm the business meeting
If you’ve scheduled the meeting some time in advance, follow up with participants a day ahead to let them know that the meeting is coming up.
Hold the meeting
Unless it’s an emergency, there’s no excuse for cancelling a meeting minutes before it begins.
Rehearse your presentation
Rehearsing your presentation or the points of an agenda can help solidify your good arguments and cut the bad ones.
Consider all technical efforts ahead of time
Don’t assume everything is in place … Check your setup and test it before showtime.
Don’t be late
Show up on time. There’s no excuse for being late for a business meeting.
Assign a leader
Every business meeting needs a leader.
Assign a note-taker
Chose the right person to do the minutes.
Looking confident encourages acting confident.
Wait for everyone to arrive
You’re on time, but your colleagues aren’t. Do you dive in? No. Give them a couple of minutes.
Know where to sit
Not all seats are created equal, so choose wisely when picking a chair.
Welcome, all attendees as they show up either in person or online.
Be polite with your smart devices
Turn off phones and laptop not needed.
Keep your cool and let others finish talking before speaking yourself.
Be mindful of different personalities
Not everyone thrives in business meeting environments.
Listening to what others say is crucial to any business meeting situation. Adjust your body language to show enthusiasm, even if you’re participating via video chat.
Don’t dominate discussions
You’re clever, you’re smart, you have something brilliant to say.
Make eye contact
Don’t be awkward: eye contact is a crucial factor in any good meeting.
Follow good online conference etiquette
If you’re in an online conference call, you should make sure your profile picture and username are both appropriate. Test volume levels right away and mute when not speaking.
If you’re sharing your screen, close all other irrelevant programs and tabs on your computer.
Stay on topic
If you stray off topic from time to time – it happens in most business meetings – try to lead the conversation back to the main purpose.
To humour or not to humour?
A business meeting is not a stand-up comedy show.
Know your audience
First of all, use a tone that is appropriate. Think about age, demographics, background, etc. Secondly, choose a topic that is relevant.
Follow time constraints
Rule 5 was a big one: when you’ve booked the right timeframe, be sure to stick to it. Follow the timeline you set up for the meeting and end the meeting on time. Don’t simply run overtime.
It’s natural to be nervous in a business meeting but try to make an effort to keep your cool. Staying calm and presentable.
When you do speak, don’t rush.
Not every business meeting is a party, but it would be offensive to show that you’re bored and feel like your time is wasted.
Help others stay present
Even the most ineffective of meeting presenters deserve the respect of active engagement from their audience.
Give space to different types of workers
Who is joining?
Schedule time for breaks
During lengthy business meetings of more than an hour, schedule time for breaks.
Find a new meeting spot.
Leave time for questions
It’s an essential closing for every business meeting.
After a business meeting:
Thank everyone for attending
If you called the business meeting, make sure to thank everyone for attending.
Follow up with notes/minutes
Share notes and reminders after the business meeting. If no notes were taken, thank everyone for attending by sending a quick email where you let them know you appreciated their time.
Follow up on action items
Action items should be sent around after the business meeting as a reminder of its focal points. If you promised to deliver on something promptly after the meeting, follow up immediately afterwards.
Ask for – and give – feedback
Learn of the meeting, e can always do better.
Assess and adjust
Following up on the first item in this post, consider if you need the meetings at all.