With so many companies now shifting to hybrid offices, virtual meetings have become a staple in the lives of millions of people. Virtual conferences have been on the rise for a few years now, but with the outbreak of COVID-19, there has been a greater demand for them. It’s clear that even after the pandemic is over, virtual conferences will continue to be popular. It’s clear that many people are running meetings for the first time, and, unfortunately, some things are overlooked that are later ruining the experience for attendees. However, it’s also clear that many people are running these conferences for the first time, and mistakes are slipping through the cracks and ruining the experience. To help avoid any embarrassing missteps, we’ve rounded up some of the most online conference platform mistakes that they should avoid
1) Not tracking time :
Meetings can often be a waste of time if they’re not managed properly. A key aspect of organizing any meeting is making sure that one keeps track of time so that people aren’t left sitting around for longer than necessary. People have other things to do and commitments, so they can’t let things run on. A few minutes here and there may be acceptable, but if one finds themself needing to keep going over time, they will have to expand the length of their meeting or cut out other content. This way, everyone can stay on track and be productive with their time.
2) Not running practice meets :
One should run through their online conference platform weeks before it’s scheduled. It will allow them to catch any errors and ensure everything works properly. If they want a successful and high-quality conference, they need to put in the effort ahead of time and not wing it. In addition to checking for technical errors, they also need to ensure that their content is good and flows well. It means checking that their slides are in the correct order and have the right amount of content.
3) Not doing proper planning :
Conducting virtual meetings is easy; running them isn’t. Charting a less unstable path requires careful planning; virtual meetings can fail if proper planning is not done. Virtual meetings need more orchestration than in-person meetings. So, if they fail to plan, they’re planning to fail. Attendees will get frustrated and lost in an aimless session. Careful planning is necessary to prevent this. Make sure they have a clear purpose for the meeting and that all attendees know what is expected of them. Create a detailed plan and stick to it. And finally, make use of all the tools available to them to ensure a smooth and successful meeting.
4) Not choosing the right platform :
There are myriad video call platforms in the market, and choosing the best virtual meeting platforms for their conference might be a tough decision to make. However, they must take the time to do their research so they can find the platform that will allow them to create the experience they want for their attendees. There are many options available and it might be confusing to try and figure out which one is best, but if they want people to come back to their conferences, then they need to make sure they’re using the right platform that will give them the best experience.
5) Not managing background noises :
Achieving a successful virtual meeting requires more than just showing up on time – it’s creating an environment that is void of any distractions that could potentially take away from the meeting’s objectives. If attendees are bombarded with background noise that would cause them to lose focus, then the meeting is likely not going to be as successful as planned. To avoid any stressful interruptions, choose a space for the meeting that they know will be free of extraneous noises – this way, everyone can focus on what’s being discussed without any distractions.
6) Forgetting the business basics :
Understanding critical objectives for any event is crucial, especially for virtual events. It can be easy to get caught up with the minute details of the virtual conference that one might forget the fundamental things they should be doing to ensure their online event’s success. Promotional content should be easy-to-read, and they should have a plan to get people to sign up and come back next time. Remember the essential business elements that make an event work: good content, proactive and reassuring customer service, and a clean and transparent process at every stage. Before getting started, ensure they understand what their client wants and check that this aligns with what they think they expect from the event.
7) Not doing prior tech checks :
We all know virtual town hall meetings can be challenging to run well. There are lots of potential problems that can occur, and most of them start with technical difficulties. People quickly lose interest when screens freeze, audio isn’t clear, videos don’t play, or The presenter can’t figure out how to share the screen of their PowerPoint presentation. These technical difficulties can frustrate the presenter and the audience, resulting in less productive meetings. A solid technological setup before the session is crucial to prevent these issues. Test their equipment and connection ahead of time, and ensure they know how to use all of the features of the meeting software.
To wrap up, organizing an event on an online conference platform, like Mixhubb, saves a lot of time and effort. Due to the dynamic nature of the event, one might anticipate special surprises even after putting a lot of time or effort into preparation. However, one can learn from these deadly errors made during virtual conferences and avoid them in the future. If they find themselves guilty of any of these offenses, it’s time to make some changes. And even if they’re not making any of these mistakes, remember that they can still be learning experiences – especially when made by others.
