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NYFPS | New York Future Problem Solving Program, Inc.


Meetings In A Virtual World

Video meetings have become an indispensable form of communication. Make a great impression by being prepared to host or attend a virtual conference call. Try our quick suggestions.

Pastel Swirl
New York Future Problem Solvers

Quick Guide To Virtual Conference Calls

Here are some helpful considerations when considering virtual meetings (note: some platforms may have associated costs for certain features):

Virtual Conferencing Platforms: Here are some of the major virtual meeting platforms:
Zoom: Accommodates 100 participants in a video conference call.
Skype: Accommodates 100 participants in a video conference call.
Google Hangouts: Accommodates 25 participants (150 in chat) in a video conference call.
Microsoft Teams: Accommodates 300 participants in a video conference call.
Webex: Accommodates 150 participants in a video conference call.

Preparation: Here are some ways for you to prepare ahead of the video meeting:
1. Select a platform that is easy to use and provide all members with instructions on how to use it.
2. Test the platform and technology ahead of the first meeting.
3. Find a secluded location that will be distraction-free.
4. Remember to wear presentable clothing.
5. Test your microphone, webcam, and ensure you have a reliable internet connection.
6. Prepare any necessary options like breakout rooms, screen sharing, waiting rooms, and virtual backgrounds.
7. Join the conference call early (open the video conference at least 5 minutes before) with a prepared agenda to increase engagement and ensure smooth flow of conversation.

Execution: Here are some things to do during the video meeting:
1. Position your webcam in front of you directly at eye level.
2. When you begin the meeting, check that all attendees can see and hear the meeting leader as well as the shared screen feature.
3. Suggest participants keep their webcams on to see smiling faces instead of blank screens or profile pictures. However, also let attendees know that they don't have to keep their webcams on for the entire meeting if not convenient.
4. Mute your microphone when not speaking and encourage others to do the same to promote clearity.
5. While the speaker is engaging the audience, have a designated moderator to facilitate the chat.
6. At the conclusion of the meeting, address any questions, provide a recap of items discussed, and establish the timing for the next meeting.

Follow-up: Here are some items to remember after the video meeting:
1. Collect feedback on future meetings improvements.
2. Send a copy of the recorded meeting or minutes and thank the participants.
3. Make the recorded meeting available for those who were absent.
4. Follow-up with any questions or feedback that were not address during the meeting.
5. Set and send reminders for the upcoming meeting.




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