As the number of virtual meetings skyrockets and we are required to use different services like Zoom, GoToMeeting, Skype, Google Meet, etc., I have seen many recurring problems that prevent these meetings from running smoothly and efficiently. Here are a few of the most common issues I’ve seen lately, and some quick tips to keep in mind that might help you save some time and frustration.
Technical difficulties with users who are not tech savvy—How do I install it? Why isn't my audio/microphone working? How do I share my screen?
- Prior to meetings, or along with the meeting invitation, find and send a link to the setup video/page that will help participants get set up and introduced to the system.
- Recommend to all participants that if they have not used the service before, they should allow for at least 15 minutes of setup time before the meeting.
- If the meeting requires downloadable software, recommend that users restart their computer/device after the installation is complete.
Distractions when you're not speaking or presenting.
- Mute your microphone when you're not speaking.
- Stop sharing your screen if you don't have anything relevant to the current topic.
- Disable your webcam if other people are or could be in the field of view at any time.
Meeting disruptions due to Internet connections.
- Use the best Internet connection possible.
- Wired connection is best.
- Strong wifi is good.
- Wifi at a distance from the router is not always ideal.
- Cellular connections are not recommended.
- Disable HD video or the webcam altogether if connection is too slow.
- Mute your microphone when you're not speaking. Most services will devote part of your Internet connection to an audio stream for you if you are not muted.
- Close unnecessary applications on your computer.
Meeting disruptions due to the host/moderator.
- Make sure the host is someone who knows the software.
- They can mute someone who is unintentionally causing too much unwanted noise.
- They can request that a participant shares their screen if they are having difficulty figuring it out.
- Make sure the host doesn’t disrupt the meeting due to their Internet connection (see above).
- Hosts should also moderate the meeting to help to avoid things like people talking over each other accidentally.
Of course, there are MANY more difficulties when it comes to hosting and participating in a virtual meeting, but these are just some of the most common that I have experienced lately. I hope some of these considerations can help you, and of course, feel free to contact us if you have any questions or comments.
