We are all in a constant state of meetings, which has become the new normal. I’m not suggesting this is a negative change; while I personally prefer face-to-face interactions, it does demand that we become more effective and navigate certain pitfalls that can derail our meetings.
Among the most frustrating challenges are the technical issues that can diminish the effectiveness of remote meetings, often making them feel tedious. Being aware of these potential pitfalls ahead of time doesn’t mean they won’t happen, but it does provide us with the opportunity to address them proactively.
Houston, we have a problem
Understanding the platforms we use is critical to managing a successful meeting. It’s not enough to improvise; thorough preparation equips us to handle situations when technology fails. Many of us have experienced connection issues with attendees, which can lead to frustration for everyone involved. Having a backup plan is essential, and allocating time at the start of the virtual event to confirm everything is working properly is also a good strategy to mitigate this risk. Just as you would arrive early for an in-person event, create a buffer to ensure you can be online and prepared before your attendees join.
Have a handy backup
If you’re planning to use specific documents during the meeting, ensure you have backups ready. This could mean having a PDF version of your slides available to share with attendees during the call or providing a link where they can access them. This practice benefits you as well, especially if your presentation heavily relies on visual aids.
Ensure everyone is connected and ready to participate
If your team can’t hear you, that’s your issue, not theirs. Connection problems can stem from various local factors unrelated to the platform. Sometimes, simply logging in again can help. Most platforms offer an audio test feature before the session starts to confirm your audio is functioning correctly—this is a worthwhile use of time. Make sure to check your headphones and microphone, ensuring they are operational, as this is something we commonly encounter that can delay meetings or hinder their efficiency.
You need all of them
If someone has been invited to the meeting, their presence is important. Therefore, you cannot afford to leave anyone behind. If an attendee struggles to log in, ensure you allow them time to join and test their systems before the event. Clearly communicate when you expect everyone to be online. Additionally, investigate if there are alternative ways for those experiencing connectivity issues to join, such as calling in. Determine what support they might need in advance to ensure a smooth experience.
