Matt Francis - Founder at Cloudpresenter
Post by
Matt Francis
Last updated :
February 8, 2024
 | 20 min read

Whether you are an attendee or team member trying to host one, in-person meetings are usually complex and expensive. When long-distance travel is involved, the barrier to punctual attendance goes higher. Add the cost of travelling, and many people will become less motivated to attend unless severe consequences of absence are apparent.

Interestingly, these things don't apply to virtual online meetings. The business benefits of online meetings attract many companies to spend money in this space.

In line with this trend, CFO Magazine reported that remote meetings have increased by more than 60% since 2020. Other organizations like Gartner also found that the trend is following the continued rise in the number of people working remotely w, which is predicted to be around 30% of the workforce.

The interesting point is that online virtual meetings have so many benefits worth exploring today. But if you have been sitting on the attendee side for so long, this ultimate guide is for you.

What is a virtual meeting?

A virtual meeting is a gathering or interaction between two or more individuals or groups conducted remotely through digital communication technologies, typically facilitated by video conferencing platforms, online collaboration tools, or telecommunication systems. In these meetings, participants can connect from different locations using devices such as computers, smartphones, or tablets, enabling real-time communication, collaboration, and exchange of information without the need for physical presence in the same physical space.

The rise of virtual online meetings

The convergence of technological advancements, globalization, and the increasing demand for remote collaboration solutions has propelled the rise of virtual meetings.

With the widespread availability of high-speed internet and the proliferation of user-friendly communication platforms, organizations and individuals alike have embraced virtual meetings as an efficient and cost-effective alternative to traditional face-to-face interactions.

The COVID-19 pandemic further accelerated this trend, compelling businesses to rapidly adopt remote work practices and rely heavily on virtual meeting solutions to maintain productivity and continuity. As a result, virtual meetings have evolved from convenience to necessity, reshaping how people connect, collaborate, and conduct business in today's interconnected world.

The importance of mastering virtual meeting skills

Mastering virtual meeting skills is paramount in today's digital landscape as remote work becomes increasingly prevalent and virtual interactions become the norm.

Effective virtual meeting skills are essential for fostering clear communication, maintaining engagement, and driving productivity in distributed teams. Individuals can ensure that virtual meetings are purposeful and productive by mastering techniques such as setting clear agendas, utilizing interactive tools, and managing time efficiently.

Additionally, proficiency in virtual meeting platforms and technology enables seamless collaboration across geographic boundaries, facilitating teamwork and innovation. Moreover, mastering virtual meeting skills demonstrates professionalism and adaptability, which are essential in an era where remote work and virtual collaboration are integral parts of many industries. Ultimately, honing these skills enhances individual performance and contributes to remote teams' success and cohesion, driving organizational success in an increasingly interconnected world.

How to prepare for virtual team meetings

Hosting a successful virtual meeting requires careful preparation from start to finish. In this case, one thing worth noting is that the event doesn't end when the live virtual meeting ends. To help you in this regard, we have highlighted a step-by-step guide for hosting the next or first meeting.

Set a clear objective: Determine the purpose and desired outcomes of the meeting to guide your preparation and agenda creation.

Choose the right platform: Select a reliable virtual meeting platform that suits your needs and is familiar to all participants. Ensure everyone has the necessary software installed and understands how to use it.

Schedule the meeting: Set a convenient date and time for the meeting, considering the availability of all participants across different time zones if applicable. Send out calendar invites well in advance with precise details and instructions.

Prepare the agenda: Create a detailed agenda outlining topics to be discussed, time allocations for each item, and any materials or documents to be shared. Share the agenda with participants ahead of time to allow for preparation.

Test equipment and connection: Check your internet connection and audio and video equipment to ensure they work correctly. Test the virtual meeting platform's features, such as screen sharing and chat, to familiarize yourself with them.

Set up your environment: Choose a quiet and well-lit space for the meeting with minimal background noise and distractions. Position your camera at eye level and ensure your background is professional and clutter-free.

Gather necessary materials: Have any documents, presentations, or visuals ready to share during the meeting. Organize them in advance and have them easily accessible for quick reference.

Arrive early: Log in to the virtual meeting platform a few minutes before the scheduled start time to address any last-minute technical issues and greet participants as they join.

Review meeting etiquette: Remind participants of virtual meeting etiquette, such as muting microphones when not speaking, using chat for questions or comments, and respecting others' speaking time.

Be flexible and adaptable. Anticipate potential technical glitches or delays and have a backup plan. Stay flexible and adaptable throughout the meeting to address any unexpected challenges.

By following these steps, you can effectively prepare for virtual online meetings and maximize their effectiveness for collaboration and communication.

How to choose the right virtual meeting software

Choosing the right virtual meeting software ensures smooth communication and collaboration in remote work environments. To begin, assess your specific needs and requirements.

Consider factors such as the size of your team, the frequency of meetings, and the features you require, such as video conferencing, screen sharing, and integration with other tools. Additionally, please consider your team members' technical proficiency and familiarity with different platforms. Opt for user-friendly and intuitive software to minimize training time and ensure widespread adoption among team members.

Next, conduct thorough research on available virtual meeting software options. Explore reputable platforms such as Cloudpresenter and Zoom, among others.

Evaluate each software's features, pricing plans, reliability, security measures, and customer support offerings. Look for reviews and testimonials from other users to gauge their experiences and satisfaction with the software. Additionally, consider whether the software integrates seamlessly with your team's different tools and applications, such as project management software or messaging platforms, to streamline workflows and enhance productivity.

Finally, please take advantage of free trials or demos offered by virtual meeting software providers to test their functionality and suitability for your organization. Use these opportunities to experience the user interface, explore critical features, and assess performance and reliability. Involve key stakeholders and decision-makers in the evaluation process to gather feedback and insights from diverse perspectives. Ultimately, prioritize software that aligns with your organization's goals, enhances collaboration and communication, and meets the unique needs of your remote team, ensuring a seamless and productive virtual meeting experience.

Virtual meeting etiquette and tips for remote workers

Getting the best outcomes from your remote meetings doesn't happen by accident. Besides taking time to prepare very well, here are some virtual meeting etiquette and tips to put you on the right track. Perhaps you may consider it a reusable checklist to share with other remote team members.

Be punctual: Join the meeting on time to respect everyone's schedule.

Dress appropriately: Maintain a professional appearance even in a remote setting.

Minimize distractions: Find a quiet, well-lit space with minimal background noise.

Mute when not speaking: Prevent background noise from disrupting the meeting.

Engage actively: Listen attentively, participate in discussions, and contribute ideas.

Use chat respectfully: or relevant questions or comments, avoiding side conversations.

Respect others' speaking time: Avoid interrupting and wait for your turn to speak.

Test technology beforehand: Ensure your audio, video, and internet connection work properly.

Follow meeting agenda: Stick to the agenda and avoid going off-topic to stay on track.

Express gratitude: Thank the host and participants at the end of the meeting.

Conclusion

Whatever the side of the spectrum you are coming from, one key takeaway from this post is that virtual meetings are here to stay. In addition to this, the trend is very likely to continue rising, especially now that remote work is becoming a norm across different parts of the world.

Besides, it doesn't matter whether you are working with a remote team. It's always possible to host your next meeting online with participants joining from different locations simultaneously. In other words, almost every type of business can benefit from virtual meetings.

Another exciting part is this: when you choose the best online meeting tools, your business can find other valuable use cases with this technology.

Frequently Asked Questions

What is a Virtual Meeting?

A Virtual Meeting is an event on the internet that guests can register and attend in real-time, watch presentations, and participate in Q&A. It provides a virtual platform for people to come together, interact, and engage with content from different locations.

What do I need to do to record my presentation before the meeting?

We provide support and guidance on how to best prepare your live presentation or record your presentation. You can follow our instructions and use the provided resources to ensure a successful recording before the scheduled meeting.

Can people present from different locations around the world?

Yes, most of our events are truly global with contributions across EMEA, US, and APAC. Anyone can present using their laptop live, or a prerecorded presentation can be played. In some instances, we send out camera equipment and crews depending on the requirements of your event.

How do I join a Virtual Meeting?

You will be sent an invite link to login via a browser. No software or downloads are required to join our Virtual Events. Simply click on the provided link, enter the necessary details, and you will be connected to the virtual meeting.

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The ultimate guide to virtual meetings

The business benefits of online meetings attract many companies to spend money in this space. The interesting point is that online virtual meetings have so many benefits worth exploring today. But if you have been sitting on the attendee side for so long, this ultimate guide is for you.

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virtual events, hybrid events and webinar platform - cloudpresenter
February 8, 2024
The ultimate guide to virtual meetings
Virtual Meeting Guide: A virtual meeting allows people in different locations to meet in the same digital space by connecting through mobile devices or the internet.
Matt Francis
Founder

Table of Contents

Whether you are an attendee or team member trying to host one, in-person meetings are usually complex and expensive. When long-distance travel is involved, the barrier to punctual attendance goes higher. Add the cost of travelling, and many people will become less motivated to attend unless severe consequences of absence are apparent.

Interestingly, these things don't apply to virtual online meetings. The business benefits of online meetings attract many companies to spend money in this space.

In line with this trend, CFO Magazine reported that remote meetings have increased by more than 60% since 2020. Other organizations like Gartner also found that the trend is following the continued rise in the number of people working remotely w, which is predicted to be around 30% of the workforce.

The interesting point is that online virtual meetings have so many benefits worth exploring today. But if you have been sitting on the attendee side for so long, this ultimate guide is for you.

What is a virtual meeting?

A virtual meeting is a gathering or interaction between two or more individuals or groups conducted remotely through digital communication technologies, typically facilitated by video conferencing platforms, online collaboration tools, or telecommunication systems. In these meetings, participants can connect from different locations using devices such as computers, smartphones, or tablets, enabling real-time communication, collaboration, and exchange of information without the need for physical presence in the same physical space.

The rise of virtual online meetings

The convergence of technological advancements, globalization, and the increasing demand for remote collaboration solutions has propelled the rise of virtual meetings.

With the widespread availability of high-speed internet and the proliferation of user-friendly communication platforms, organizations and individuals alike have embraced virtual meetings as an efficient and cost-effective alternative to traditional face-to-face interactions.

The COVID-19 pandemic further accelerated this trend, compelling businesses to rapidly adopt remote work practices and rely heavily on virtual meeting solutions to maintain productivity and continuity. As a result, virtual meetings have evolved from convenience to necessity, reshaping how people connect, collaborate, and conduct business in today's interconnected world.

The importance of mastering virtual meeting skills

Mastering virtual meeting skills is paramount in today's digital landscape as remote work becomes increasingly prevalent and virtual interactions become the norm.

Effective virtual meeting skills are essential for fostering clear communication, maintaining engagement, and driving productivity in distributed teams. Individuals can ensure that virtual meetings are purposeful and productive by mastering techniques such as setting clear agendas, utilizing interactive tools, and managing time efficiently.

Additionally, proficiency in virtual meeting platforms and technology enables seamless collaboration across geographic boundaries, facilitating teamwork and innovation. Moreover, mastering virtual meeting skills demonstrates professionalism and adaptability, which are essential in an era where remote work and virtual collaboration are integral parts of many industries. Ultimately, honing these skills enhances individual performance and contributes to remote teams' success and cohesion, driving organizational success in an increasingly interconnected world.

How to prepare for virtual team meetings

Hosting a successful virtual meeting requires careful preparation from start to finish. In this case, one thing worth noting is that the event doesn't end when the live virtual meeting ends. To help you in this regard, we have highlighted a step-by-step guide for hosting the next or first meeting.

Set a clear objective: Determine the purpose and desired outcomes of the meeting to guide your preparation and agenda creation.

Choose the right platform: Select a reliable virtual meeting platform that suits your needs and is familiar to all participants. Ensure everyone has the necessary software installed and understands how to use it.

Schedule the meeting: Set a convenient date and time for the meeting, considering the availability of all participants across different time zones if applicable. Send out calendar invites well in advance with precise details and instructions.

Prepare the agenda: Create a detailed agenda outlining topics to be discussed, time allocations for each item, and any materials or documents to be shared. Share the agenda with participants ahead of time to allow for preparation.

Test equipment and connection: Check your internet connection and audio and video equipment to ensure they work correctly. Test the virtual meeting platform's features, such as screen sharing and chat, to familiarize yourself with them.

Set up your environment: Choose a quiet and well-lit space for the meeting with minimal background noise and distractions. Position your camera at eye level and ensure your background is professional and clutter-free.

Gather necessary materials: Have any documents, presentations, or visuals ready to share during the meeting. Organize them in advance and have them easily accessible for quick reference.

Arrive early: Log in to the virtual meeting platform a few minutes before the scheduled start time to address any last-minute technical issues and greet participants as they join.

Review meeting etiquette: Remind participants of virtual meeting etiquette, such as muting microphones when not speaking, using chat for questions or comments, and respecting others' speaking time.

Be flexible and adaptable. Anticipate potential technical glitches or delays and have a backup plan. Stay flexible and adaptable throughout the meeting to address any unexpected challenges.

By following these steps, you can effectively prepare for virtual online meetings and maximize their effectiveness for collaboration and communication.

How to choose the right virtual meeting software

Choosing the right virtual meeting software ensures smooth communication and collaboration in remote work environments. To begin, assess your specific needs and requirements.

Consider factors such as the size of your team, the frequency of meetings, and the features you require, such as video conferencing, screen sharing, and integration with other tools. Additionally, please consider your team members' technical proficiency and familiarity with different platforms. Opt for user-friendly and intuitive software to minimize training time and ensure widespread adoption among team members.

Next, conduct thorough research on available virtual meeting software options. Explore reputable platforms such as Cloudpresenter and Zoom, among others.

Evaluate each software's features, pricing plans, reliability, security measures, and customer support offerings. Look for reviews and testimonials from other users to gauge their experiences and satisfaction with the software. Additionally, consider whether the software integrates seamlessly with your team's different tools and applications, such as project management software or messaging platforms, to streamline workflows and enhance productivity.

Finally, please take advantage of free trials or demos offered by virtual meeting software providers to test their functionality and suitability for your organization. Use these opportunities to experience the user interface, explore critical features, and assess performance and reliability. Involve key stakeholders and decision-makers in the evaluation process to gather feedback and insights from diverse perspectives. Ultimately, prioritize software that aligns with your organization's goals, enhances collaboration and communication, and meets the unique needs of your remote team, ensuring a seamless and productive virtual meeting experience.

Virtual meeting etiquette and tips for remote workers

Getting the best outcomes from your remote meetings doesn't happen by accident. Besides taking time to prepare very well, here are some virtual meeting etiquette and tips to put you on the right track. Perhaps you may consider it a reusable checklist to share with other remote team members.

Be punctual: Join the meeting on time to respect everyone's schedule.

Dress appropriately: Maintain a professional appearance even in a remote setting.

Minimize distractions: Find a quiet, well-lit space with minimal background noise.

Mute when not speaking: Prevent background noise from disrupting the meeting.

Engage actively: Listen attentively, participate in discussions, and contribute ideas.

Use chat respectfully: or relevant questions or comments, avoiding side conversations.

Respect others' speaking time: Avoid interrupting and wait for your turn to speak.

Test technology beforehand: Ensure your audio, video, and internet connection work properly.

Follow meeting agenda: Stick to the agenda and avoid going off-topic to stay on track.

Express gratitude: Thank the host and participants at the end of the meeting.

Conclusion

Whatever the side of the spectrum you are coming from, one key takeaway from this post is that virtual meetings are here to stay. In addition to this, the trend is very likely to continue rising, especially now that remote work is becoming a norm across different parts of the world.

Besides, it doesn't matter whether you are working with a remote team. It's always possible to host your next meeting online with participants joining from different locations simultaneously. In other words, almost every type of business can benefit from virtual meetings.

Another exciting part is this: when you choose the best online meeting tools, your business can find other valuable use cases with this technology.

Frequently Asked Questions

What is a Virtual Meeting?

A Virtual Meeting is an event on the internet that guests can register and attend in real-time, watch presentations, and participate in Q&A. It provides a virtual platform for people to come together, interact, and engage with content from different locations.

What do I need to do to record my presentation before the meeting?

We provide support and guidance on how to best prepare your live presentation or record your presentation. You can follow our instructions and use the provided resources to ensure a successful recording before the scheduled meeting.

Can people present from different locations around the world?

Yes, most of our events are truly global with contributions across EMEA, US, and APAC. Anyone can present using their laptop live, or a prerecorded presentation can be played. In some instances, we send out camera equipment and crews depending on the requirements of your event.

How do I join a Virtual Meeting?

You will be sent an invite link to login via a browser. No software or downloads are required to join our Virtual Events. Simply click on the provided link, enter the necessary details, and you will be connected to the virtual meeting.

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