Now that most companies and teams have gone remote, we’ve all become fairly familiar with using Zoom and other virtual meeting platforms, as well as all of the tips and tricks that go along with it. With an uptick in virtual meetings, thanks to the pandemic, more and more companies are moving online to host virtual meetings as opposed to in-person meetings. Because of this, so many teams are relying on virtual meeting tools like Zoom, Google Meet, and even some non-traditional virtual communication tools like Covideo.
As well know, there are so many ways a virtual meeting can go wrong. Whether they’re technical issues, comical issues, or what have you, we want to make sure there’s a way to solve any issue we might encounter during a virtual meeting. We’ve gone ahead and listed some of the most common issues people face during an online meeting and offered some suggestions or solutions for how to solve them.
Common Mishaps During Virtual Meetings
The most common issue that many of us have faced during our virtual meetings are loud or noisy disruptions. Whether you’re the one speaking or presenting, loud noises can be very disruptive and can throw you off a schedule. The easiest way to go about solving this common issue is to just mute yourself. A common rule of thumb is unless you’re the ones speaking, make sure you’re on mute. Muting your microphone is not only respectful to the person presenting but can also ensure that you or anyone else don’t miss any crucial information/
Lack of familiarity with the product
Another common issue that people face with using virtual meetings sites like Zoom, is not actually knowing how to use them. Though there is a learning curve to these applications, a lot of teams and users may not know how to use all of the features that come along with virtual meetings. When there are delays like people joining meetings, or users trying to figure out how to share their screen, small disruptions like these can delay meetings. To avoid this common mishap, encourage everybody on your team to get familiar with the products your company uses and make sure that everyone knows not only the basics but maybe a few other common application functionalities.
Have a backup plan
With technology, you never know when an application might crash on you or if a site is going to be down. It’s always a good idea to have a backup virtual meeting software or application to have on hand when one isn’t working. For example, if your team is used to using Zoom for meetings, you can always create a backup link with Google Meets if Zoom doesn’t seem to be working. Another popular backup option teams use for meetings is the video call option in Slack.
A lack of accessibility
Accessibility is incredibly important, especially when you’re communicating virtually. If you’re meeting with an individual who needs access to captions or translations, you want to make sure that the software you’re using has that capability. A software tool like Zoom real-time closed captioning options. On the other hand, if your team prefers to use a video email software like Covideo, you also have the option of adding captions to your videos. This can make it easier for your recipient to understand your message, and even gives them the option of rewatching your message however many times they need.
If your team is used to hosting large meetings, where recipients tend to have their videos off there is a lack of conversation or participation among members, it might be a good idea to consider switching to a form of communication that is more personal. A communication tool that allows you to create more personalized videos with custom CTA’s, background, and more, can help team members feel more valued. Personalized video messages are a great way to build a relationship between a brand, the people that work for it, and its customers.
New Ways to Virtually Meet Online
Tools like Covideo can help you personalize the way that your virtually communicate and set up meetings online. Instead of a live face-to-face meeting, Covideo allows you to send video messages through email, CRM platforms, social media, and more. These videos can be customized and re-watched when it’s most convenient for your recipient.
Covideo allows you to stand out in the inbox, put a face to the name, record, and share from anywhere, and measure viewer engagement. Covideos’ analytics show when your video emails are viewed, how many times they’re viewed, and exactly who has viewed them. See how our video platform works for yourself with Covideo where you can record and send videos. Start a free trial!