10 tips for a successful online conference

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Video conferences and other virtual events have become a habit and often an integral part of everyday working life. We give you ten helpful tips for the professional and targeted design, preparation and implementation of video conferences. This will help you achieve guaranteed event success and create a positive event ROI (return on investment).

What is a conference?  

At a conference, members of an organization, professional group or industry meet. A topic of common interest is then discussed together.

How does a virtual conference work?  

An online meeting or webcast takes place virtually, i.e. not physically in one place. Participants in a virtual meeting can be scattered all over the world.

There are virtual meetings by telephone, internet or video conference. There is a virtual meeting room for online meetings. Depending on the requirements of the conference software and the chosen technology, different virtual meeting rooms are suitable.

What are the advantages of a virtual conference?  

The advantages of virtual meetings correspond to the benefits of modern communication methods:

• Virtual meetings can take place anytime and anywhere .
• Ad-hoc meetings can be organized for short periods of time.
• An unlimited number of participants is possible.
• Resources can be saved by eliminating travel costs and travel time.

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What tips and tricks are there for a successful online conference?

Tip 1: Clear topic  

Every online meeting should have a specific reason. You usually conduct simple team calls yourself. To avoid being distracted, try to discuss one topic at a time.

It is best to plan several meetings and define a fixed, clear topic and objective for each one. Is it about the progress of a project, discussing the results or making a decision? Do you want the participants to learn more or share their experiences?

At congresses, for example, there is usually a theme to which all conferences, individual presentations and seminars relate. Only with a clear focus in the event can interested parties decide whether it is worth registering with you.  

Tip 2: Red thread and fixed agenda  

Meetings have a clearly defined agenda and schedule. Send the agenda to all participants and speakers in advance. This allows them to prepare and plan accordingly.

Participants can decide before the meeting which session and topic they are interested in. Speakers can plan their speaking time precisely.  

Online meetings in small groups also benefit from an agenda and a fixed time frame. Identify points that need to be discussed, clarified or addressed and plan accordingly.

Potentially controversial topics during discussions take up more time than the results to be presented. Here too, it makes sense to send the agenda to the participants in good time. This is especially true if some of them need to prepare in advance.

Tip 3: Enable interaction

Constant listening is tiring. After an hour at the latest, attention is severely impaired and acceptance drops rapidly. Participants should be regularly involved in discussions and conversations. This should be independent of the participant's role in the meeting.

Presentations should always be interrupted by questions or opportunities to join in . In an informal setting, this could be a warm-up game . It could also be standing up and stretching together.

In a more formal setting, a survey is a good option. Participants are encouraged to ask questions regularly or independently, which are answered in the chat.  

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Tip 4: Focus on a personal approach

In a video conference, it is often more difficult to achieve a natural flow of conversation than in a physical meeting. Movements are delayed, facial expressions and gestures may not be interpreted correctly and the participants' freedom of movement is restricted. Adapt your communication behavior:

• Always let the speaker finish.
• Look directly into the camera.
• Avoid hectic gestures.
• Let the moderator lead the conversation.

Tip 5: Assign those responsible for the respective tasks

You don't need moderation in a small online meeting. However, virtual meetings for large groups can quickly become unstructured. The moderator leads the agenda and speaks so that everyone can listen.

Furthermore, it makes sense for one person to keep the minutes with the most important results and decisions. The minutes can then be sent to the participants afterwards.

Official minutes prevent the subjective memory of the participants from seeing different results and points being forgotten. In large virtual meetings with many speakers and workshops, a person responsible should keep an eye on the chat. This allows questions and comments to be dealt with promptly. This is particularly useful if there are a large number of participants.  

Tip 6: Technical requirements  

Select a suitable room for professional video conferences in advance. The setup should be positioned and set up in such a way that it is not disturbed by crowds of people or background noise. Also make sure that the lighting is pleasant: backlighting and direct sunlight are best avoided here. Keep reflective objects away from the camera to avoid distractions.

In virtual meetings in the home office, for example, the focus should not be on the room, but on you. The best way to do this is to sit in front of a blank monochrome wall facing the camera. In theory, virtual meetings can be held from any device with an internet connection and monitor. This is usually a laptop or a video conferencing system.

For professional meetings, you should always use powerful conference technology with a projector and - if required - several monitors. Microphones, loudspeakers or speakerphones are best equipped with echo cancelers to suppress feedback and unpleasant echo noises. A strong internet connection is also essential for smooth video conferencing.  

Tip 7: Preparation is the be-all and end-all  

Everyone knows that a video conference with a faulty internet connection for one participant and call interruptions is unpleasant for all participants. You should therefore test the sound, image and transmission quality in advance to ensure that everything goes smoothly.

Tip 8: Create excitement and always offer something new

The more meetings and conferences participants attend virtually, the more tired they become of the same old processes and planning projects. Especially in online meetings with external participants or potential new customers, you should be memorable. Participants should leave the meeting with a positive feeling and look forward to the next event.

Perhaps you can send your participants something in advance to offer something outside of the virtual experience? This could be a small meal, a promotional gift or a worksheet for the meeting. Perhaps you can split large groups into smaller circles that can meet in their own virtual meeting rooms.

Tip 9: Observe conference etiquette  

Respectful interaction also plays an important role in virtual conferences. All participants should arrive on time , listen to each other and let each other finish .

Deactivating the microphone function is an important tool. If there is disturbing ambient noise, you should mute yourself in good time and switch off the camera. Get into the habit of pressing the "Deactivate" button when you leave your seat.

Tip 10: Don't neglect the follow-up  

Virtual project meetings should be sent to everyone, together with responsibilities and deadlines for the next steps. This avoids unnecessary queries and delays or repetitions in the next meeting.

After the online meeting, you should thank all participants for attending. You should also provide data such as summaries of the most important events, links to any recordings and contact information . In particular, a post on your social media channels after the event is a great way to relive the event and spread the word.

There may be a next step - namely the goals you set yourself before the event. Use the numerous opportunities to stay in contact with the participants. After a networking session, you can also leave participants with a positive feeling.

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Conclusion  

Video calls and online meetings are a new professional challenge for many people. With these tips and tricks, you can prove that you are up to date. Use these skills to demonstrate your ability in virtual discussions. This will not only guarantee your company an event success, but also create success at all future events.

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