How do you host an online meeting with video conferencing?

1 Choose a platform

The first thing you need to do is to choose a platform that suits your needs and preferences. There are many options available, such as Zoom, Skype, Google Meet, Microsoft Teams, and more. Each one has its own features, advantages, and limitations, so you should compare them and decide which one works best for you. Some factors to consider are the cost, the number of participants, the security, the compatibility, and the ease of use.

2 Schedule the meeting

Once you have chosen a platform, you need to schedule the meeting and invite the participants. You can use the platform's built-in calendar or email function, or you can use a third-party tool like Doodle or Calendly. You should include the date, time, duration, agenda, and link or access code of the meeting in the invitation. You should also send reminders and confirmations to the participants before the meeting.

3 Prepare the equipment

To host an online meeting with video conferencing, you need to have a reliable internet connection, a computer or a mobile device, a webcam, a microphone, and speakers or headphones. You should test your equipment and connection before the meeting to make sure everything works properly. You should also choose a quiet and well-lit place to host the meeting, and avoid any distractions or interruptions.

4 Start the meeting

When it is time to start the meeting, you need to launch the platform and join the meeting using the link or access code. You should greet the participants and introduce yourself and the purpose of the meeting. You should also set some ground rules and expectations for the meeting, such as muting yourself when not speaking, raising your hand to ask a question, and respecting each other's opinions. You should also use the platform's features, such as screen sharing, chat, polls, and breakout rooms, to enhance the interaction and engagement of the meeting.

5 Manage the meeting

During the meeting, you need to manage the meeting effectively and efficiently. You should follow the agenda and keep track of the time. You should also facilitate the discussion and participation of the attendees, and address any issues or questions that arise. You should also use positive body language and tone of voice, and acknowledge and appreciate the contributions of the participants. You should also record the meeting if necessary, and take notes of the key points and action items.

6 End the meeting

At the end of the meeting, you need to summarize the main outcomes and conclusions of the meeting, and assign any tasks or responsibilities to the participants. You should also ask for feedback and suggestions for improvement, and thank everyone for their time and input. You should also end the meeting on time, and follow up with the participants after the meeting. You should send a thank-you email, a meeting summary, and any relevant documents or resources to the participants.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?