The good digital meeting
The possibility of holding digital meetings is not new, but the development of the world in recent years has meant that for many it has become part of everyday life to a greater or lesser extent.
There are many opportunities to meet, exchange information and collaborate digitally and it is easier than ever. Digital meeting forms exist in many different variants and under names such as e.g. virtual meetings, online meetings, webinars, video conferences, web conferences, hybrid meetings, etc. Meeting software to facilitate digital meetings is also available in several different variants and with different options. But fundamentally, we here define a digital meeting as a digital communication of image, sound and content between participants who are not physically in the same place or in the hybrid variation (hybrid meeting), where some meeting participants are physically gathered at a venue, while other meeting participants participate via their computer and presenters e.g. participates via a streaming setup from another location. This possibility of meeting no matter where you are can be a great advantage, as you can save travel time and expenses compared to if you were to arrange the same meeting at a physical venue. However, the digital meeting form also contains a number of challenges, as the way you meet digitally is not the same as meeting and collaborating in the physical space.
Uncover your digital meeting needs
It is easy to meet digitally today. All it takes is a computer, tablet or smartphone and meeting software or app. However, it is important to take into account that the form of communication in front of a screen is different from that known from the physical meeting.
In order for the digital meeting to be a success, AV technology must be in order, just as the meeting logistics must be taken into account. Therefore, make sure to cover the following:
- On which meeting platform will the meeting take place?
- Is the sound and picture okay between the participants?
- Is it easy for any speakers to show their presentation, etc.?
- What are the options for exchanging documents if necessary?
- Are the meeting participants in different time zones?
- Are there language barriers that must be taken into account, so that traditional simultaneous interpretation or remote interpretation (via the Internet) must be integrated.
- Should all, or parts of, the meeting be live streamed? (May be relevant for e.g. hybrid meetings ).
- If external speakers are to be live streamed to a venue, who will be responsible for this production?
- Should important points be voted on during the meeting? Read about voting here .
- Who can help if technical challenges arise for the participants?
- How can you best convey your content and collaborate digitally?
Programs and services for digital meetings
Today, there are several different types of meeting software such as e.g. Microsoft Teams, Zoom, Google Meets, Webex Meetings etc.
5 quick tips to make your digital meeting more effective
- Reveal what you want to get out of the meeting with e.g. a clear agenda.
- Discover which meeting software is best suited to your needs. There are different image quality on the different platforms.
- Make it easy to participate and clear how to participate.
- Make sure the technique works.
- Be engaging and emphasize interaction with the participants (should remote interpretation or AI interpretation ).
The technology and AV equipment must be in order
It goes without saying that a successful digital meeting depends on the technical equipment being in order.
What does a good digital meeting require?
If you want to hold a simple digital meeting between several online participants, you just have to choose which meeting software you want to use, and make sure that all participants have access to it and have a stable internet connection in terms of both sound and image can be shared in a good quality. It is a good idea to secure these things before the meeting has started.
If, on the other hand, you want a more advanced digital meeting setup, there are several things you must ensure in terms of technology and AV equipment. Here you can e.g. need to produce live streaming of speakers and the like from a given destination. Here it must be decided who will be responsible for AV technology and the production of this, so that your participants can see this in a professional way.
What is a hybrid meeting?
In hybrid meetings, some participate online and others participate physically at a selected venue (meeting place), which is why it is important to find out whether there is a good stable internet connection, as well as whether there is a need for live streaming and AV production at the venue in connection with the meeting. If several different nationalities participate in the digital meeting or physically at the venue and there is a need for interpretation, the technology for this must also be ordered and set up.
Here you can choose remote interpreting (interpreting via the Internet), as well as simultaneous interpreting in the form of an interpretation system and interpreters located at the venue or perhaps a combination. Since digital meetings, in the same way as physical ones, can be set up in many ways, it is therefore a good idea to make sure that the AV equipment is in order, so that you are sure of a successful completion of the meeting. Read more about the AV equipment we can offer for e.g. hybrid meetings here .
What can Teletech offer in relation to digital meetings?
At Teletech, we have many years of experience in supplying AV equipment and AV solutions for many different types of digital meetings. We can therefore help you if you are faced with having to arrange a digital meeting that e.g. demands:
- Live streaming production of speakers and presentations
- Voting both online or at the venue itself
- Remote interpretation in several languages for your participants
- AV setup and operation of AV solution at your chosen venue (for hybrid meetings)
- Recordings of speakers and presentations
Contact us today
No two meetings are alike and, as described, there are many different ways to arrange them. You are therefore always welcome to contact us if you need more information about the above or perhaps need an AV solution for your meeting that is not described above.
