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How do you facilitate online meetings with office software?

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Online meetings have become a common and essential part of office administration, especially in the era of remote work. However, facilitating online meetings can be challenging without the right office software skills and tools. In this article, you will learn how to use some of the most popular and effective office software applications to plan, host, and follow up on online meetings with your colleagues, clients, and partners.

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1 Choose the right platform

There are many options for online meeting platforms, but not all of them are equally suitable for your needs. Some factors to consider when choosing a platform are: the number and location of participants, the level of interactivity and collaboration required, the security and privacy of the data, and the compatibility with other office software. Some of the most widely used platforms are Zoom, Microsoft Teams, Google Meet, and Skype. Each of them has its own features, advantages, and limitations, so you should compare them and test them before deciding which one to use.

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Jonathan S.

Versatile Administrative Support | Community Development & CRA Focus | Empowering Leaders and Strengthening Communities
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Zoom tends to be the most popular platform for online meetings. I find Zoom, Microsoft Teams, and Google Meet the most user-friendly platforms with Skype being the least user-friendly. Always go with the platform that you a) feel most comfortable with and b) allows for the number of people you anticipate. Microsoft Teams is wonderful for large online meetings especially if you are working in a large company or higher education field.

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Jacqui Brown

Senior Organiser South of England
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Zoom, MST & GT are probably the best options available, although depending on your client requirements one must be adaptable to all other options including Zoho which is looking pretty godd.

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2 Prepare the agenda and materials

Before you invite anyone to an online meeting, you should have a clear and concise agenda that outlines the purpose, objectives, topics, and duration of the meeting. You should also prepare any materials that you want to share or present during the meeting, such as documents, slides, charts, or videos. You can use office software applications like Microsoft Word, PowerPoint, Excel, or Google Docs, Slides, and Sheets to create and edit your materials. You should also upload your materials to a cloud storage service like Google Drive, Dropbox, or OneDrive, so that you can easily access them from any device and share them with the participants.

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Jonathan S.

Versatile Administrative Support | Community Development & CRA Focus | Empowering Leaders and Strengthening Communities
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There are a lot of new platforms like Gamma.app which help with presentations. I 100% recommend linking the materials within the meeting agenda so you have quick access (just make sure your materials are accessible for anyone who has the link, or for the audience you want to see it.) At my work, we send out meeting materials linked internally in the Meeting Agenda pdf - so we only need to send out the meeting agenda.

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3 Send the invitation and reminders

Once you have chosen the platform and prepared the agenda and materials, you should send the invitation to the participants via email or a calendar application like Outlook or Google Calendar. You should include the following information in your invitation: the date and time of the meeting, the platform and link to join the meeting, the agenda and materials, and any instructions or expectations for the participants. You should also send reminders to the participants a few days and a few hours before the meeting, to ensure that they are aware and prepared for the meeting.

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Jett W.

Operations @ Proske | Ex-Volocopter | MBA in International Management
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Always include an agenda, even for impromptu meetings. This will aid in managing expectations and being considerate of your colleagues' time, helping them prioritize their day/tasks. Having an agenda can help keep the meeting focused and on track, ensuring that all necessary topics are covered and any important decisions are made. It also allows attendees to come prepared with any relevant information or questions they may have, leading to a more productive and efficient meeting.

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4 Host the meeting and engage the participants

During the meeting, you should use the office software features and tools that the platform provides to host the meeting and engage the participants. Some of the common features and tools are: audio and video settings, screen sharing, chat, polls, breakout rooms, whiteboard, and recording. You should use these features and tools to communicate clearly, present your materials effectively, solicit feedback and questions, encourage participation and collaboration, and document the meeting. You should also follow the agenda and keep the meeting on track and on time.

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Jonathan S.

Versatile Administrative Support | Community Development & CRA Focus | Empowering Leaders and Strengthening Communities
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If you are doing a hybrid meeting, where you have a number of people in a conference room and some people online, I recommend getting an OWL camera. It is a high-quality camera with a 360-degree turn and uses voice recognition to ensure that those talking within a room are seen. There is also a high-quality microphone and speaker built in.

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5 Follow up on the meeting and take action

After the meeting, you should use office software applications to follow up on the meeting and take action on the outcomes and tasks. You should send a summary of the meeting and a thank-you note to the participants via email or a messaging application like Slack or WhatsApp. You should also share the recording and any additional materials that were discussed or requested during the meeting. You should also update your calendar and task management application like Asana or Trello with the deadlines and responsibilities that were assigned or agreed upon during the meeting.

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Adrienne Chatman

Strategic Partner to Executives | Enabling Effective Administrative Management and Planning for Organizational Success | Efficiency Enthusiast
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Post meeting follow-up is a crucial step that, if not properly completed, allows deliverables to slip through the cracks. While it is assumed that meeting participants will capture and track their own action items, most mid-level managers and above are juggling several competing priorities. To meet the objectives and achieve the desired outcome, send an email right after the meeting. This email should briefly recap what was discussed, outline any key decisions that were made, and include a bulleted list of action items and the assigned owner/involved parties. Immediately following that email, I typically schedule-send a follow-up email (to ensure that I don't forget) to circle back and ask for updates on the items outlined below.

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6 Improve your office software skills

Facilitating online meetings with office software is not a one-time skill, but a continuous learning process. You should always seek to improve your office software skills by exploring new features and functions, taking online courses or tutorials, reading blogs or articles, or asking for feedback or tips from others. You should also evaluate your online meetings and identify what worked well and what can be improved. By doing so, you will be able to facilitate online meetings with office software more efficiently and effectively.

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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?

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Nevience Mhlongo

Office Support at Standard Bank South Africa
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Ensure that you record each meeting on Microsoft Teams, link to recording should be included on your minutes pack. You’d be considered an effective scribe if you distribute your meeting pack (Minutes/Action Items) at least two days after the meeting.

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How do you facilitate online meetings with office software?

1

2

3

4

5

6

7

1 Choose the right platform

2 Prepare the agenda and materials

3 Send the invitation and reminders

4 Host the meeting and engage the participants

5 Follow up on the meeting and take action

6 Improve your office software skills

7 Here’s what else to consider

Office Administration

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How do you facilitate online meetings with office software?

1

2

3

4

5

6

7

1 Choose the right platform

2 Prepare the agenda and materials

3 Send the invitation and reminders

4 Host the meeting and engage the participants

5 Follow up on the meeting and take action

6 Improve your office software skills

7 Here’s what else to consider

Office Administration

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