We’re all in the process of adapting. From the pandemic’s onset until now, we’ve been getting used to the strangeness of the current world. One of the most significant changes has been the uptake of remote work and with-it virtual conferencing apps like Zoom. Even before the pandemic, Zoom was an increasingly popular medium for meetings. Still, with the lockdown restricting everyone to their homes, its popularity has skyrocketed.
However, due to the rapid adoption of the software, few have fully mastered Zoom. As such, meetings are often dull and mundane. With Zoom fatigue already setting in, now is the time to revolutionise our meetings. Let’s not settle for the boring, when we can have the unforgettable.
Here are some tips for creating exciting meetings.
1. Use the full toolkit
We’ve all sat through bland meetings—the person hosting drones on, while everyone else is forced to listen. Eventually, we zone out or start flicking through our phones. Instead, promote engagement. The more engaged people are, the more vibrant the meeting will be.
Thankfully, Zoom comes with tons of tools to help spice up your meetings. Here are a few suggestions:
Get graphical with a virtual whiteboard. This fantastic bit of software allows you to draw whatever you can imagine. So, when you need to explain a complicated idea, sketch out a diagram or write notes to help others follow along, use the virtual whiteboard. There are tons of colours and pens to use, so your charts can even be colour-coordinated for maximum memorability. Plus, it’s always fun for a quick game of Hangman or Pictionary to break the ice.
Sharing is caring. Or so the saying goes. With the screen sharing feature, you can showcase any software or work you’ve got on your computer. So, if a client asks a specific question, you can walk them through the solution, showing any software you might use. If you’re presenting a financial report, use a spreadsheet as a guide. You can even show a YouTube video to spark engagement.
2. Transport your backdrop
Why settle for a dull backdrop when you go for something more exciting? Perhaps you’re concerned about your messy home, or you just want to do something different. Use a virtual background! Hello Background’s Zoom virtual backgrounds for video conferencing are the perfect way to make your virtual meeting unforgettable. You can transport your attendees to a tropical rainforest or a swanky office with the click of a button. So, whether you want to raise your game, or add a dash of humour, this is one addition no one will forget.
3. Use an agenda
An agenda might sound incredibly exciting. However, a good plan for a meeting can promote engagement and boost productivity. As a rule, people only remember ten per cent of the meeting’s discussion. Therefore, it’s up to you to ensure that ten per cent is the best bit.
To begin, set some goals you want to accomplish. Then, work out the key points you’ll need to cover. These points will form the tentpoles of the meeting. They will work like little hooks onto which your attendees can attach information. Allocate around five to six points to a meeting, with each one last around ten minutes. Any longer and people will begin to get distracted (especially if it’s a Friday afternoon). If you need to go on for longer, either split the meeting into two or schedule a second session. There’s no harm in breaking things up.
By creating a roadmap for the meeting, everyone knows what needs to be accomplished. Instead of meandering off-topic, the meeting can be punchy and focused. The more productive you are, the more positive everyone will be.
4. Record the meeting
There’s one way to guarantee a meeting no one can forget: record it! If everyone has access to a permanent record of the meeting, it can be used for future reference. Previously if you missed a meeting, you needed to scour the minutes or get the lowdown from a colleague. How forgettable! Not so with a recording.
Plus, if you ran a training session, or had an excellent meeting with a client, the recording can be used as training material for new starters.