Video -ollam meetings are a valuable and necessary resource In the era of hybrid work, but its result will depend on how they are carried out. Too many times they become tired, make you waste valuable time and contribute little to your company’s productivity.
The problem lies in the environment used but how it is used. The lack of agenda, clear objectives or a defined purpose not only remains value to the meeting, but also affects the productivity of the equipment. It is not uncommon that, at the end, no one is clear what decisions have been made or who should do what, when the topics discussed could have been resolved with an email or fast message by other means.
How to improve video call meetings
Zoom has published an infographic where it provides a series of tips to achieve Take advantage of that shared and online timeunderstanding that a meeting does not start when the camera is turned on or ends when the session is closed. The specialized firm takes meetings as part of a broader cycle, where previous preparation and subsequent monitoring are essential to achieve effective results and propose to follow a series of specific steps if you use your collaboration applications, but which are extensive if you use other solutions:
Your meeting program: For a meeting to be effective, it is key to schedule in advance and make sure it appears on the calendars of all attendees. Zoom Workplace facilitates this process with multiple options: schedule from Zoom Docs when creating a briefing, directly from a Team Chat channel or by zoom scheduler, which allows external contacts to choose the most convenient schedule. If time to coordinate agendas, AI Companion can do it automatically. When programming, the continuous chat is activated to centralize communication and files before, during and after the meeting. It is also advisable to enable AI Companion, which allows you to generate summaries, tasks and documents from transcription, thus optimizing preparation and monitoring.
Prepare your agenda: Having a clear agenda is key for a meeting to be productive. It allows attendees to prepare, know what to expect and contribute focus on the objectives. The ideal is to share it before the meeting and give space to others propose issues if they consider it necessary. With Zoom Workplace, AI Companion can generate an initial agenda by extracting relevant information from previous chats, documents or meetings. In addition, the equipment contributions can be taken through previous surveys, useful to detect doubts or issues that deserve attention, and therefore facilitate its collaborative editing and access, it is recommended to create the agenda in Zoom Docs.
Check everything before the meeting: Before the meeting, it is essential that all participants have the necessary information for a fluid conversation. In addition to the agenda, it is recommended to share resources such as files, blackboards or relevant documents, either in the invitation or in the continuous chat. Raising previous questions or including a break in the chat can also help energize participation. In case someone cannot attend, this space allows you to leave updates or comments, ensuring that the whole equipment is kept informed.
Stay informed with AI Companion: If AI Companion is activated when starting the meeting, generates a real -time transcription and takes notes automatically. This allows attendees to consult specific information from their personal panel while discussing the issues of the agenda, decisions are made or tasks are assigned. At the end, the tool delivers a summary with the main conclusions and actions to be followed, which facilitates subsequent monitoring and execution.
Collaborates and manages projects: During the meeting, real -time collaboration is key. Attendees can share and co -edit zoom documents or digital boards directly in the conversation. It is recommended to use Zoom Docs to record updates, label collaborators and add comments, as well as insert slates as visual support. It is also possible to share Google Docs or Microsoft Word documents on screen to facilitate the joint edition while the meeting is ongoing.
Find the files you need to start working: Sharing links and files in the chat during the meeting allows you to distribute key information agilely. Once the session is finished, these resources remain available in the continuous chat along with the exchanged messages. In recurring meetings, all shared materials (including files, images and documents) can be easily consulted from the “resources” tab, which facilitates access and avoids wasting time looking for important information.
Take action to keep the advance: To ensure follow -up after the meeting, it is recommended to check the continuous chat and task tab, where AI Companion automatically adds the action points. If necessary, you can consult the smart recording for topics. In addition, the “creation from meeting” function allows you to generate documents directly from transcription and summary, which facilitates the preparation of deliverables. This process can be automated with workflows, incorporating the summary into a zoom document automatically.
Help your colleagues to catch up: If any participant did not attend, they can easily catch up with the summary generated by AI Companion, available in the Chat continuously or sent automatically by mail. In addition, all files, summaries and recordings are accessible from the meeting card on the calendar.
