BlueJeans Blog

Web Meeting: Everything You Need to Know About Web Meetings

If you're curious about web meetings and considering using them for your business, there are certain things to know about web conferencing and how to run a meeting. To help you better understand how web meetings work and how you can conduct them with the right solution, following is a guide covering everything you need to know.
 
What is a web meeting?
A web meeting is a method of communicating between people online through a conferencing service. Using a device's internet connection, users can connect to web meetings via their computers or mobile devices with a specific program. Web meetings are often conducted between employees or partners of businesses when in-person meetings are either impossible or simply less convenient. 
 
Web meetings may consist of more conventional conferencing between multiple users with a central host, or they may feature a lecture, presentation, Q&A format, or a demonstration through screen sharing. Oftentimes, web meeting software also allows users to share data with each other through a chatbox or another application, including text documents, videos, or links to webpages. Some applications may also enable webcam connectivity for video conferencing in addition to voice. Certain other features could include chat, Q&As, polls, and recording options.
 
How to run a web meeting
If you want to conduct a web meeting with employees or others and want to be prepared, there are some steps you should take before starting the meeting.
 
Have a clear plan for what to cover
The first step you should take is to develop a plan for what you want to cover in the meeting, which will help keep you and everyone else focused throughout the meeting. When putting together the agenda in your meeting, take into account the needs of those involved, as they will help inform how to approach the meeting. For example, you can ask for people's thoughts throughout the meeting, take notes about tasks to be completed, designate individuals to lead certain discussions, and allow ample time for a potential Q&A involving participants to gain insights.
 
Make sure your space is ready for the web meeting
Prior to the meeting, you'll also want to make sure your space is free of clutter and undisturbed throughout the duration of the meeting. If you're conducting a video meeting, try to prepare your space by cleaning the immediate area and making sure you're centered and not too close or far from the webcam. Also, make sure the noise levels are low enough so that people can hear you clearly and the background noise won't disrupt the meeting.
 
If you are conducting the meeting from home, let any others in the home know when you are going to be in the meeting to avoid interruptions. If you are unable to create the ideal space or simply want to block out your space in the video, some web meeting solutions will enable you to use a virtual web meeting background of your choice.
 
Speak clearly and carefully
Throughout the meeting, you should also make sure you're clearly heard and understood by everyone involved. This is particularly important if your web meeting is devoid of video and you're unable to share your screen. Try to be as descriptive as necessary while staying efficient and encourage other participants to do the same. You can also ask anyone if anything needs repeating.
 
Take notes and share them after the meeting
To make sure everything is discussed according to the plan and that you have a good understanding of what was covered in the meeting, take good notes. You may also want to share those notes to make sure everyone is on the same page once the meeting concludes. If your software allows, you may also be able to share a recording of the meeting that can be invaluable for your team if they missed anything.
 
In addition to these steps, you need to find the right web meeting software to help facilitate the meeting.
 
Web meeting software
With the right web meeting software, you can benefit from a reliable connection between everyone in your meetings, with the ability to connect via computers or mobile devices. Also, consider whether you want to conduct voice-only meetings or include video, as some software may not allow for webcam connectivity or screen sharing. You should also think about which features you want from your web meeting software. Depending on the solution, you may be able to benefit from a solution with team chat, document sharing, recording, and other capabilities.
 
In short, the type of web meeting software you choose for your application can make or break your meetings, so it's necessary to make sure you find the solution that's best for you and your team.
 
Taking all of this into consideration can help you plan for and execute the perfect web meeting. With sufficient planning and preparation and the ideal software, you can host successful web meetings that keep you and everyone involved consistently connected and communicative.