The Dos and Don’ts of Virtual Meeting Support
Virtual and hybrid meetings are commonplace in today’s work environment, although it’s up for debate whether they run as smoothly as in‑person meetings. Just think of all the times you’ve attended a virtual meeting and there have been connectivity issues, audio problems, or even random software updates that cause delays or interruptions. If you’re worried about not being as productive as an in‑person meeting, don’t despair! With the tips provided in this guide, you can become a virtual meeting master!
Do
✅ Join Early and Test Everything
Log in 15 minutes before the meeting to check audio, video, screen‑sharing permissions, and chat functions. Additionally, if you are using breakout rooms, be sure to have those set up beforehand.
✅ Know the Agenda and Your Role
Study the agenda so you can understand the meeting’s flow and how to best support it. Knowing your role allows you to anticipate needs before issues arise to keep the meeting on schedule.
✅ Mute Distractions
Keep your microphone muted unless you are speaking, and politely mute others if there is any distracting background noise.
✅ Use a Private Chat for Technical Help
If a participant is having technical trouble, use the private chat to discreetly assist them. This keeps disruptions to a minimum.
✅ Support the Host Behind the Scenes
Keep an eye on the agenda, manage any questions that may come through chats, and quietly alert the host to any issues.
Don’t
❌ Make Last‑minute Changes without Alerting the Host
If you must make a change, such as altering an audio/video setting, updating the meeting link, or rearranging the agenda, make sure to communicate it with the meeting host—this way they are not surprised by any changes and the flow will not be interrupted.
❌ Ignore Your On‑camera Presence
Even if you are just meeting support, you are still a part of the experience. Dress appropriately and ensure you are in a suitable environment (that is, don’t be at the hair salon or on the beach). Be mindful that you’re on‑camera during appropriate times, such as introductions or whenever you are speaking. This applies even if video will not be used.
❌ Overmanage the Meeting
Only step in when needed and always aim for seamless support. Coordinate with the host when necessary.
❌ Forget to Record (If Required)
If recording is expected, triple‑check it is running. This feature is very important, as it documents the content for later use and for those unable to attend.
❌ Multitask or Disengage
It may be tempting to multitask during a virtual meeting, but it is important to stay attentive. A quick reaction to a tech hiccup can save the entire session.
With these tips, your support will ensure a seamless and productive meeting. Drop us a comment with any other tips or issues you may have run into while supporting a virtual meeting!
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Contact us today for a consultation and let our meeting support experts help your meetings succeed.
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