As a professional event planner, you aim to effectively lead virtual meetings with your event planning team and clients. You want to ensure that you can strategically collaborate with them as efficiently as it would have been in a face-to-face meeting.
This, therefore, requires you to consider several principles that can help you lead virtual meetings in the best way possible.
One of the keys that can help you achieve this significant goal is to acquire an impressive Event Diagramming software that can create elegant and stylish event floor designs that creatively match your client’s requirements and demands.
Are you now considering improving your virtual meetings and showing off the venue without inviting them on-site? Do you want to make your virtual meetings more fun for your participants and make them feel like you are all meeting together?
Here are some tips for virtual meetings that can innovate and enhance your way of leading virtual meetings online.
1. Identify Your Desired Outcome
Define the main purpose of your virtual meeting.
For example, “Virtual Visit for your Venue,” or “Floor Plan Final Designs.”
As an Event Planner, you may find it necessary to coordinate these desired outcomes with your team and your clients before your virtual meeting. This enables all of you to maintain your focus and not be easily distracted by your surroundings. Knowing precisely what the meeting is trying to accomplish can pave the way for meaningful participation and engagement of all concerns.
2. Identify Your Agenda
Event Planning is a managerial and organizational task that requires a well-developed strategic and project plan.
Identifying and creating your agenda will help you manage the flow and success of your meeting. This ensures where the meeting is headed and for what purpose. Of course, do not forget to put a timeline on it. Your virtual meeting shall be bound by time. This creates a professional and organized atmosphere. Furthermore, make sure to share it with all attendees before the official start of your virtual meeting.
3. Facilitate Your Virtual Meeting Effectively
Make your virtual meeting more invigorating through good facilitation. Getting more interaction with better outcomes depends on effective facilitation. This includes taking advantage of the features available in your virtual meeting platforms. Be skillful in using these features and orient your attendees on their function and significance. During the meeting, be attentive to their responses and call them by name.
If there are confidential topics that your attendees would want to address, invite them to chat with you privately. There are virtual meeting platforms that have this feature.
When your attendees give their ideas, listen carefully and do not interrupt. This will show them respect and will pave the way for better collaboration.
4. Use Webcams and Microphone Devices Strategically
Your webcam defines the face of your presence and appearance during your virtual meeting. When you let other attendees see you, you make them feel more comfortable communicating with you. This principle applies to the rest of the attendees. Gestures and facial expressions speak more than what the words can express, and understanding this form of communication creates a big impact in making your virtual meeting enjoyable and successful.
5. Have An Action Plan
Your action plan defines the essence of your virtual meeting. It sheds light on the raised issues and concerns and provides a solution. This includes specific tasks that have to be accomplished, including its prerequisites. Duration and date of completion, and name of the accountable person should also be clarified. This action plan provides a clear foundation for achieving the target goals and objectives of the virtual meeting.
6. Use Appropriate Software
There’s a lot of applications that you can use for Virtual Meeting. For your video conferencing, to make it simple and easy to connect online with your clients, You can use Zoom, Google Meet, or Skype.
You can also use Event Diagramming Software. With this tool, your client can get a real sense of how the space will look and feel for the event you’re organizing. Your client can envision the event, such as the design of the floor plan, number of tables, and can see the inventory, etc., without coming to the venue.
This is something you can discuss through a virtual meeting. This software can efficiently put all your smart tools, ideas, and designs together in a creative way. It incorporates beautiful and sophisticated 3D Floor plans and diagrams to transform your creative power into artistic and elegant event floor plan designs.
So it has been emphasized that Virtual meetings can be as effective and meaningful as in-person meetings if you can strategically plan and effectively conduct them online.
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