Do you lead virtual meetings? If you're like most managers, you probably wish more people would show up and are looking for ways to boost virtual meeting attendance.
With the current situation, a lot of businesses have turned to virtual meetings in order to stay afloat and keep their employees productive. However, one of the challenges that they face is getting people actually to attend these meetings. After all, it's very easy for people just not to show up or tune out when they're not in a physical space with others.
It can be tough to get people to attend virtual meetings. But with a few simple tweaks, you can encourage more people to join in – and boost virtual meeting attendance, participation and productivity in the process.
In this blog post, we'll explore ten tips that can help you get the most out of your next online gathering. Let's get started!
The Biggest Challenge of Virtual Meeting
In today's business world, video conferencing has become an essential tool for companies of all sizes.
Not only does it allow businesses to communicate with employees working remotely, but it also provides a convenient way to conduct meetings with clients and partners located in different parts of the world.
However, one of the challenges of video conferencing is getting people to attend the meeting. After all, it is often easier for people to simply not participate than to get dressed and commute to a meeting location.
Fortunately, there are several things that businesses can do to boost attendance at virtual meetings. We’ve got all the best tips for you to overcome the challenge.
What is Virtual Attendance?
Virtual attendance refers to the practice of attending meetings, events, or classes online instead of in person. This can be done using video conferencing software like Zoom, Skype, or Google Hangouts. Virtual attendance has become increasingly popular in recent years as it offers a convenient way to participate in activities without having to travel.
For example, someone who lives in New York but is attending a conference in California can do so without leaving their home or office. Additionally, virtual attendance can be helpful for people with disabilities or health conditions that make travel difficult. In many cases, virtual attendance is just as effective as attending an event in person, and it has the added benefit of being more convenient and affordable.
Tips for Virtual Meetings
As more and more businesses move to a remote work model, it's important to learn how to run a productive virtual meeting. Here are some tips:
First, make sure the purpose of the meeting is clear. Every meeting should have a specific goal, whether it's brainstorming ideas for a new project or reviewing progress on an ongoing one. Every agenda item should support that goal.
Second, keep the meeting focused by keeping attendees on task and limiting distractions. That means avoiding side conversations and sticking to the agenda. It also means setting clear expectations for who should be speaking when and using features like screen sharing and chat to keep everyone engaged.
Finally, make sure to follow up after the meeting. Send out meeting minutes or action items, so everyone knows what needs to be done next. This will help keep your team on track and prevent duplication of effort.
Following these tips can run a productive virtual meeting that keeps your team focused and engaged.
Tips to Boost Virtual Meeting Attendance:
If you've been struggling to get people to attend your virtual meetings, it might be time to rethink your approach. Here are the top 10 tips to boost virtual meeting attendance.
1. Invite the right people
If you want to boost attendance at your next virtual meeting, make sure you invite the right people. Relevant resources, such as subject matter experts, can provide valuable insights and help move the conversation forward.
Additionally, key stakeholders should be included so that they can provide input on decisions that will impact the project. By inviting the right people to your virtual meeting, you can ensure that the conversation is productive and that attendees are able to contribute in a meaningful way.
2. Set up a cloud-based calendar and send invites ahead of time
One of the best ways to increase attendance is to make it as easy as possible for people to add the meeting to their calendars. A cloud-based calendar that can be accessed from anywhere is the perfect solution.
Send out invites ahead of time and include a link to the calendar so people can add the meeting to their schedule. You can also send reminders closer to the meeting date. With a little planning, you can boost attendance and make sure your virtual meetings are a success.
3. Account for all time zones and schedules
When hosting a virtual meeting, it is important to account for all time zones and schedules of all the participants. By doing so, you are more likely to have higher attendance and engagement from your attendees.
For example, if you are based in New York but have attendees joining from California, be sure to schedule the meeting for a time that would be convenient for both parties.
Additionally, take into consideration any other time zone differences that may exist. If possible, avoid scheduling meetings during lunch hours or late at night, as these times may be more difficult for some people to attend.
By being considerate of all attendees' schedules, you are more likely to boost attendance and engagement at your next virtual meeting.
4. Establish an online space where your remote team can interact
If you want to boost attendance for your virtual meetings, one of the best things you can do is establish an online space where your remote team can interact.
This way, people will have a dedicated place to go to when they want to join a meeting, and they won't have to search for the link or reminder email every time.
Plus, this space can be used for other purposes, such as sharing files and announcements. To make it even more effective, consider using a platform that offers video and audio capabilities so that people can see and hear each other clearly.
With these steps, you'll soon see an uptick in meeting attendance.
5. Share the meeting agenda and materials in advance
When it comes to virtual meetings, advance planning is key to boosting attendance and ensuring that the meeting is productive.
By sharing the agenda and materials in advance, team members can see what will be discussed and have a chance to prepare any questions or comments they might have. This also allows them to block off the necessary time in their schedules and makes it more likely that they will actually attend the meeting.
In addition, sending a reminder email or notification a day or two before the meeting can help to increase attendance.
6. Choose the right video conferencing technology
Choosing the right video conferencing technology is key to boosting virtual meeting attendance. There are a lot of different options out there, and each has its pros and cons.
Some are better for large groups, while others are more intimate. Some have features that allow for interactive participation, while others are more focused on presenting the information.
The key is to find something that will fit the needs of your business and encourage people actually to participate in the meeting. With the right technology, you can boost attendance and ensure that your virtual meetings are productive and successful.
You can now boost attendance by choosing Oreed, the all-in-one virtual and hybrid meeting management platform. Oreed offers the best features in one place, making it ideal for small and medium businesses. With Oreed, you can easily manage your meetings, schedule them in advance, and send out reminders to attendees.
Oreed also makes it easy to record your meetings and share them with others afterwards. And if you need to transition to a hybrid meeting (with some attendees in person and some online), Oreed has you covered there too. Sign up for a free trial to learn more!
7. Leverage the video conference features
One of the most effective strategies is to leverage the features of the video conferencing platform to make the meeting more engaging.
For example, Oreed offers the ability to share screens, which can be used to give presentations or demonstrations. In addition, many platforms offer the ability to record meetings, which can be helpful for people who are unable to attend the live meeting.
By taking advantage of these features, businesses can make virtual meetings more attractive and increase attendance.
8. Be mindful of the meeting time and schedule
In order to boost attendance for your next virtual meeting, it is important to be mindful of the time and schedule you set. Many people have conflicting commitments and may not be able to attend if the meeting is scheduled during a time that does not work for them.
Additionally, if the meeting is rescheduled or cancelled at the last minute, it can be difficult for people to adjust their schedules. By being mindful of these constraints and sticking to the original time and schedule, you will increase the chances that more people will be able to attend your meeting.
Virtual meetings are a great way to stay connected with colleagues, but only if they are well-attended. Keep this in mind when planning your next meeting and take steps to increase attendance.
9. Start and end on time
To get employees to attend virtual meetings, it is important to stick to the meeting time and schedule. Start and end the meeting on time.
Long meetings are boring to attend, and employees are likely to tune out if they feel like the meeting is dragging on. It is also important to make sure that the meeting does not go over the allotted time, as this can be frustrating for employees who have other commitments.
By sticking to the meeting time and schedule, you will be more likely to boost attendance and keep employees engaged.
10. Limit speakers and comments
To boost attendance for virtual meetings, it is important to limit the number of speakers and comments. This will help to avoid "little talk" which can be off-putting for potential attendees.
Instead, focus on having quality discussions that will be of interest to those who attend. Make sure to promote the meeting in advance so that people have time to clear their schedules and make arrangements to participate.
By taking these steps, you can increase the likelihood that people will want to attend your next virtual meeting.
Boost Your Virtual Meeting Attendance with Oreed
If you're looking for a platform that will help you increase attendance for your virtual meetings, Oreed is the answer. Oreed offers the best features for virtual and hybrid meetings in one place, making it the perfect solution for small to medium businesses.
With Oreed, you can easily manage meeting logistics, send reminders and follow-ups, track meeting attendance, and more. Plus, Oreed integrates with your existing calendar and email platforms, so you can get started right away.
So why wait?
Sign up for Oreed today and start boosting attendance at your virtual meetings.
FAQs
How do you increase attendance in a virtual meeting?
In a virtual meeting, it is essential to increase attendance by doing a few things.
Primarily, it is important to set a date and time far in advance and send reminders to everyone who will be attending the meeting.
Secondly, it is important to make the agenda and purpose of the meeting clear. People are more likely to attend a meeting if they know what will be discussed and why their attendance is necessary.
Finally, it is important to provide an incentive for attending the meeting. This could be a prize for the person who has the best attendance over a period of time or simply recognition during the meeting for those who do attend.
By following these steps, you can increase attendance in a virtual meeting.
How do you ensure attendance at a meeting?
There are a few key things you can do to ensure attendance at a meeting.
First, it's important to send out a clear and concise invitation that includes all the relevant information about the meeting (time, date, location, etc.). You should also try to give people as much notice as possible to plan ahead.
Second, you should follow up with a reminder email or call a few days before the meeting.
Finally, it's always helpful to offer an incentive for attending, such as refreshments or door prizes.
By taking these steps, you can increase the chances that people will attend your meeting.
How do you manage attendance remotely?
There are a few different ways that you can manage attendance remotely.
One way is to use an online attendance system. This can be a software program or an online service that you use to track when students log in and out of your class.
Another way to track attendance is to take advantage of video conferencing features. For example, you can require students to turn on their video cameras when they join your class so that you can see who is present.
You can also take attendance by asking students to raise their hands virtually or by using a chat function.
Finally, you can send out a daily or weekly attendance sheet via email or another online platform and have students submit it electronically.
Using one or more of these methods, you can effectively manage attendance for your remote class.
