How to at rock at online meetings

With no sign of the Covid-19 restrictions abating, it looks like we’ll be shouting ‘unmute yourself’ at each other for the foreseeable future.

BY LORRAINE FORREST-TURNER

While the pandemic forced many of us online against our will, most people are now saying that online meetings and events aren’t just here to stay, they’re going to get even bigger. Which means, we’re going to have to get better at doing them.

Here, then, is my before, during and after ‘online meetings checklist’, drawn from my experience and talking to numerous clients, colleagues, friends, trainers and event organisers.

CHOOSE THE RIGHT PLATFORM

Yes, Zoom has become the Google and Hoover of the virtual meetings world, but there are loads of platforms available, each with its own strengths and weaknesses. Try several (most offer free trials) before committing.

With its easy screen sharing, breakout rooms, chat and polling features, Zoom is popular with trainers and event organisers. Whereas the sharper sound and images, file-sharing, projects and contacts features in Teams make it ideal for internal meetings. Other platforms recommended to me are the GoToMeeting/ Webinar/Training family, Adobe Connect, Blue Jeans, Google Hangout, Ring Central and Star Leaf.

INVEST IN DECENT EQUIPMENT

That old Toshiba and cheap BT contract might have been fine for Netflix and the odd Skype call to Melbourne last year, but with many of us now spending 30 hours a week in meetings, we need to persuade our managers (and accountants) that decent equipment is a necessity.

Check your actual broadband speed against what your provider says you can get. You want at least 10 Mbps download and 1 Mbps upload speed per person. Try the free Which checker and consider a new supplier, modem or booster if you’re struggling to maintain contact during meetings. Mobile WIFI such as NetGear isn’t cheap but worth it if your local signal is poor and your job depends on reliable access.

Most newish laptops, phones and tablets tend to have good cameras, microphones and speakers. But if people are struggling to hear and/or see you, consider buying an external camera, microphone and/or lights. Popular brands include Logitech (cameras), Blue (microphones) and Neewer (lights).

SEND/ACCEPT AND CHECK INVITES EARLY

If you’re the host, don’t leave it to the last minute to send everyone the invite. If you’re the attendee, accept the invite asap then check the software ahead of the meeting — even if you’ve used the platform before. Platform suppliers update their systems frequently, so you don’t want to be the person downloading the latest version after the meeting’s started.

Also, busy people skim read emails. Organisers should draw attention to premeeting instructions and attachments (e.g. handouts). Invitees need to look at more than the time and link if they want to avoid embarrassing “nobody told me we needed the report for this meeting” moments.

ORGANISE YOUR DESKTOP

While everything you need is “filed somewhere” on your laptop/tablet/phone, don’t wait for the meeting to find it. Open what you need (presentation, spreadsheet, etc.) and shut down everything else. Having lots of programmes running might slow your device down distract your attention.

REMOVE THE KAMA SUTRA FROM THE BOOKCASE

Few of us have the luxury of a home office and have to make do with the kitchen, bedroom or cubby hole under the stairs. Do the best you can with what you have. Put your camera on and see what’s behind you. Minimise distractions and check what’s on that strategically placed bookcase. If your library or drum kit is going to attract more attention than you, consider fuzzing the background in your camera settings.

The same goes for flatmates, dogs, cats, children and other halves. Endearing though it is to have Cuddles walk across your keyboard or sit on your lap, that new client might prefer you focus to be on their business.

DO A VOCAL WARM-UP

Yes. Really. Whether the meeting is first thing in the morning (before you’ve uttered a word) or at the end of the day (when your voice is tired), a vocal warm-up will give you an adrenaline boost. It’ll also improve your diction and projection, making your words more impactful and engaging. Grab some water and recite a few tongue twisters (three thick thugs set three thugs free, the Leith police dismisseth us).

BE PAINFULLY AWARE OF BOREDOM

Go into every online meeting believing that no-one wants to be there and it’s your job to persuade them otherwise. Sit tall, smile, look at the camera, nod like a demon and generate a level of enthusiasm akin to a tour guide working for tips. And don’t, unless you have absolutely zilch bandwidth, switch your camera off. Mute your mic when not speaking, yes, but switching your camera off tells everyone else “I’m doing emails/eating breakfast/gone to answer the door/lost the will to live” even if that’s not the case.

DON’T BE ‘INFO@EASYCOMEEASYGO.COM’

You wouldn’t call yourself ‘laptop2’ in a ‘real’ meeting so don’t do it online. Click on the list of participants and change XYZ to your name. (Ask the host, if you can’t do it yourself.)

Above all, think how you behave in face-toface meetings (handshakes, introductions, trousers etc.) and do the online equivalent. Make people feel welcome. Give them time to speak. Listen actively. Stay focused. Charge the laptop and keep the emails, cats and food for the breaks.

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