The use of web conferencing tools can support improved communication and collaboration within work teams, no matter the project size and scope. Webinars and virtual meetings provide a secure space in which to share information and ideas, while simultaneously increasing team member accountability and project success. Yet, too few corporate meeting organizers understand the true power of virtual team collaborating using webinars.
To help your team make the most of web conferencing services, here are some suggested best practices for encouraging team collaboration and increasing efficiency:
Scheduling Tools - When setting up a new webinar, it’s important to take advantage of built in email and calendar scheduling to increase team participation. Meeting invitations, notes and even files can be shared with team members, along with email reminders and attendee trackers to make sure everyone attends.
Screen and File Sharing - During the virtual meeting, a way to increase engagement is to share the presenter’s screen and relevant files. This sharing can be adaptable so that several co-facilitators can share the screen and upload their meeting files, including interactive slides and pre-recorded videos.
Questions and Polling – A great way to get virtual meeting attendees engaged is to include a series of question and poll sessions at regular intervals. Between topics, add a poll question, with results revealed to stir conversation. Then plan a question and answer session at the end, documenting all FAQs for use in follow-up meeting notes.
White Boarding and Annotation – Giving webinar guests a chance to whiteboard ideas and make notes helps them to stay engaged in the presentation. Provide a private note area, and invite team members to draw out any ideas they have during the virtual meeting.
Multiple Device Access – Today’s business professionals often work remotely from locations around the world. Being able to access web conferencing services from any mobile device or laptop connected to the Internet can ensure team engagement. Choosing a collaboration technology available from ReadyTalk can bring project managers together from wherever they happen to work.
Recording and Distribution - During a virtual meeting, it’s also critical to document the interaction and information flow between team members. This is accomplished by using a reliable webinar recording and distribution service that doesn’t require added training to use. Simple record the meeting and then make sure to send it out to meeting attendees, or use in future training initiatives.
Using the right web conferencing service can improve your ability to keep business teams connected and working towards a collective goal. Select a virtual meeting product that includes all of the elements above and use these tips for successful engagement.