Holding a digital meeting is a convenient way to share information and discuss with colleagues and customers around the world. Before the meeting, it’s good to focus on preparation. Here’s what you need to think about before the meeting.
Determine the purpose of the meeting and the type of meeting
A meeting can take place for a variety of reasons. By clarifying the purpose of the meeting, you can help influence the concrete and final outcome. Think about the reason for the meeting and what the meeting will achieve.
Define if the meeting is for example to:
- Creating new opportunities for cooperation
- Have the opportunity to have a deeper discussion on a particular issue or topic
- Building stronger working relationships
- Plan your activities for the long term.
Also consider what form the meeting will take, i.e. whether it will be by telephone or video, for example. The type of meeting can affect the preparation required for the meeting.
Who should attend the meeting?
It is important to consider who will actually participate in the meeting and what role they are expected to play. Also think about what role you want to have as a meeting leader, it does not always have to be given that it is you who will hold the main content of the meeting.
Prepare the meeting agenda and set clear expectations
Setting an agenda for the meeting provides a common direction that informs what can be expected from the meeting and what the meeting should contribute to. This gives meaning to the meeting and enables you as the meeting leader to ask participants for their input.
When you inform the meeting participants about the meeting agenda, you can take the opportunity to ask for their input and clarify your expectations of them to give them a chance to prepare for the meeting.
Make sure the technology works
In order for digital meetings to take place, it is of the utmost importance that the technology works. Test run the technology before the actual meeting starts to avoid time-consuming surprises.
Appoint a meeting secretary
Even if the meeting takes place digitally, it is always good to have a meeting secretary who writes down and documents what is said at the meeting. This way, everything important that was said is on paper, while others involved can have the opportunity to share the meeting minutes.