What is an online meeting?

An online meeting is a real-time meeting conducted over the internet using video conferencing, audio conferencing, or screen-sharing technologies. You may also know it as virtual meetings, web conferences, or video conferences. 

Unlike a traditional in-person meeting, online meetings allow participants to join from geographically dispersed locations, enabling communication, collaboration, and decision-making even when face-to-face interaction isn't possible. Participants can use a variety of internet-connected devices, including computers, smartphones, and tablets, to join an online meeting, making them a convenient and accessible option for remote teams, geographically distributed businesses, and individuals working from home.

How online meetings work

Online meetings work by using various technologies to connect participants remotely in real-time. Here's a simplified breakdown of the process:

1. Choosing a platform: The first step is to select a video conferencing or online meeting platform. Popular options include Zoom, Microsoft Teams, Google Meet, and Webex. The right virtual meeting platform will provide the necessary infrastructure for hosting and managing online meetings.
2. Scheduling & inviting: The meeting host schedules the meeting on the chosen platform, setting the date, time, and duration. They then invite participants by sending out a meeting link or dial-in information via email or calendar invites.
3. Joining the meeting: At the scheduled time, participants click on the meeting link or dial in using the provided phone number and access code. They may need to download and install the platform's software or app if they haven't already.
4. Connecting audio & video: Once in the meeting, participants can connect their audio through their computer's microphone or by calling in via phone. If participants are attending video meetings, they can turn on their webcam to share their live video feed.
5. Interacting & collaborating: Online meeting platforms offer a range of features for interaction and collaboration, such as:some text
   • Video & audio: Seeing and hearing other participants in real-time.
   • Screen sharing: Sharing a computer screen to present slides, documents, or applications.
   • Chat: Sending text messages to the entire group or individual participants.
   • Whiteboarding: Collaboratively drawing and brainstorming on a virtual whiteboard.
   • Breakout rooms: Dividing participants into smaller groups with a separate online meeting room for focused discussions.
   • Polling: Conducting real-time polls to gather feedback or opinions.
   • Recording: Capturing the meeting for later review or sharing.
   • Virtual backgrounds: Customizing your background for a professional or personalized touch.
6. Leaving the meeting: When the meeting is over, participants can simply click the "Leave Meeting" button or hang up the phone call.

What are the benefits of online meetings?

Online meetings offer numerous benefits that have revolutionized the way people connect and collaborate:

1. Cost savings: One of the most significant advantages is the cost savings associated with online meetings. By eliminating the need for travel, organizations can save on expenses related to transportation, accommodation, and meals. This is particularly beneficial for businesses with geographically dispersed teams or clients.
2. Increased flexibility & convenience: Online meetings offer unparalleled flexibility, allowing participants to join from any location with an internet connection. This eliminates the constraints of time and place, making it easier to schedule and attend engaging meetings, especially for those with busy schedules or in different time zones.
3. Enhanced collaboration: Online meeting platforms have features like screen sharing, whiteboarding, and document collaboration, which facilitate real-time interaction and teamwork. Participants can easily share ideas, review documents, and work together on projects, fostering a more collaborative environment.
4. Improved accessibility & inclusivity: Online meetings are more inclusive, as they remove barriers for individuals with disabilities or those in remote locations who may have difficulty attending in-person meetings. This allows everyone an equal opportunity to participate and contribute.
5. Increased productivity: By eliminating travel time and reducing distractions, online meetings can lead to increased productivity. Participants can focus on the meeting agenda without the interruptions often associated with in-person gatherings.
6. Environmentally friendly: Online meetings contribute to a reduced carbon footprint by eliminating the need for travel, thus promoting sustainability and environmental consciousness.
7. Recording & documentation: Many online meeting platforms allow for the recording and transcription of meetings, making it easier to review discussions, capture key points, and share information with those who couldn't attend.

Challenges of online meetings

While online meetings offer many benefits, they also come with their own set of challenges:

1. Technical issues: Technical glitches like poor internet connectivity, audio/video problems, or software malfunctions can disrupt online meetings, leading to frustration and delays. These issues are especially problematic when participants are unfamiliar with the technology or lack adequate technical support.
2. Distractions & lack of focus: Participants in online meetings are prone to distractions, such as notifications, multitasking, or other activities happening in their environment. This can hinder engagement and reduce the overall effectiveness of the meeting.
3. Limited non-verbal communication: Unlike in-person meetings, meeting online can make it hard to recognize the nuances of non-verbal communication, such as body language, facial expressions, and subtle cues. This can make it difficult to gauge the reactions and emotions of participants, potentially leading to misunderstandings or misinterpretations.
4. Reduced social interaction: The virtual nature of online meetings can create a sense of detachment and limit social interaction among participants. Building rapport and establishing strong relationships can be more challenging in online settings.
5. Difficulty managing large groups: Moderating and managing large online meetings can be difficult. It can be challenging to provide everyone with a chance to speak, keep the discussion focused, and manage disruptions effectively.
6. "Zoom fatigue": The constant video calls and virtual events can lead to "Zoom fatigue," a feeling of exhaustion and burnout caused by the increased cognitive load of online communication.
7. Security & privacy concerns: Online meetings can pose security risks, such as unauthorized access, data breaches, or "Zoombombing" incidents. Guaranteeing the security and privacy of online meetings is critical, especially when sensitive information is being discussed.
8. Time zone differences: For geographically dispersed teams, scheduling online meetings can be challenging due to time zone differences. Finding a time that works for everyone can be difficult and may require some participants to attend meetings outside of their regular working hours.

Best practices for online meetings

Elevate your online meetings with these proven strategies for increased productivity and engagement.

1. Test your technology: Before the meeting starts, test your online meeting software, microphone, camera, and internet connection to avoid technical disruptions during the meeting. This will ensure that you can be seen and heard clearly.
2. Set a clear agenda: Prepare a detailed agenda outlining the topics to be discussed and the goals of the meeting. Share this agenda with participants in advance so they can come prepared and contribute effectively.
3. Mute when not speaking: To minimize background noise and distractions, mute your microphone when you're not actively speaking. This will create a more focused and professional environment for everyone.
4. Use video when possible: Encourage participants to turn on their video cameras. Seeing each other's faces can help foster a sense of connection and engagement, making the meeting more personal and interactive.
5. Facilitate engagement: Keep participants involved and interested by using interactive features like polls, Q&A sessions, and breakout rooms. This will break up the monotony of presentations and encourage active participation.