10 tips for good online meeting management

1. Choose an online meeting leader. A meeting leader is responsible for who has the floor and ensures that the agenda is followed - this is especially important when it takes place online. If notes are to be taken at the meeting, this should be someone else.
2. Share written agenda ahead of time. If necessary, give meeting participants the opportunity to contribute to the agenda before the meeting. Keep the agenda open during the meeting.

Watch a video here on how to hold effective meetings

3. Open the link to the video conference at least 15 min. before the meeting starts. It is a good idea to ensure in advance that the link works, the sound works and there is a stable internet connection.
4. Say welcome when participants enter the meeting room. This can make the participants feel welcome and 'seen' - despite being physically disconnected and unable to establish eye contact or shake hands.
5. Officially start the meeting. Meeting participants often trickle into the meeting room and make small talk until everyone is present. It is therefore a good idea to start the meeting officially. Present the agenda and ask everyone to introduce themselves audibly at the start of the meeting. In this way, everyone is aware that the meeting is now underway, they know what needs to happen and have an overview of who is present.
6. Turn on the camera. Video should be switched on so that you can sense each other better, have eye contact and use body language and facial expressions - both as a speaker and as an active listener. Encourage all participants to do the same.
7. Turn off the microphone unless you are talking. It can be disturbing to hear paper being rearranged, coffee being drunk or others talking in the background. Therefore, make sure to turn off the microphone - and ask everyone else to do the same - unless you want to say something.
8. Use asynchronous media concurrently. During the meeting, there may be a need to share links, ask a question or comment on something that is not important enough to interrupt the person speaking. It is therefore a good idea to have a chat function running or a document that you can write down comments, questions and/or notes in. It is important that everyone has access to this medium and can follow along.
9. Have a buffer. It is a good idea to have a little extra slack in relation to the length of the meeting, as there is a great need for online meetings to end properly, without the participants simply disappearing because they have to be ready for the next meeting. Therefore, please set aside an extra 15 minutes and have time for closing comments on the agenda.
10. Round off with an open mic and a clear thank you for today.