We all participate in numerous conference calls and webinars, and I must admit, it’s often clear that many people are not adequately prepared to lead these meetings. Whether it’s a monotone voice, last-minute ideas, or unexpected content, we’ve all faced these challenges. These issues aren’t about the technology; they’re about the host’s preparedness.

It’s not rocket science: if you come ready and make an effort to minimize risks, there’s a good chance things will go smoothly!

Being aware of these potential pitfalls doesn’t guarantee they won’t happen, but it empowers us to manage them better.

So, where do we stumble?

Technology fails

Understanding platforms is essential for mastering and ensuring the success of your meeting. Relying on improvisation isn’t enough; preparation is vital for when technology decides to misbehave. We’ve all dealt with connection issues at some point, which can lead to frustration for both us and those attending the call—long waits, distractions, and other inconveniences can derail a meeting. Having a backup plan is crucial, and giving yourself ample time at the beginning of the virtual event to ensure everything runs smoothly can help mitigate these issues. Just like arriving early for in-person events, set a buffer so you can log onto the platform well ahead of your participants and be ready to assist them. Far too often, I see people joining at the last minute, either ignoring problems or trying to fix them on the spot.

Content is important, and participants need to prepare

If you’re planning to use a document, be sure to have backups ready. For instance, keep a PDF version of your slides handy to send to attendees during the call or ensure there’s a shared site where they can access documents. Most importantly, participants should have reviewed the materials beforehand, as this can prevent lengthy discussions or misunderstandings later on. There are exceptions to this (like in a new organization or during an industry planning session), but those should be just that—exceptions and not the norm.

Sound issues and connection problems

We all know this happens occasionally and can stem from local factors unrelated to the platform itself. However, a call requires an environment where everyone can hear and speak clearly. One of my pet peeves is when attendees connect from trains with poor reception and then claim they can’t communicate properly due to other people presence. It’s better to reschedule than to have incomplete information or participation.

Set expectations

Allow attendees the chance to log in and test the systems before the event, and be clear about the time you want everyone online. Clearly define the purpose of the meeting and the intended outcomes, and make sure to stick to the process.