5 tips for better online meetings that anyone can implement


August 11, 2023





An online meeting has so many limiting factors that it sometimes seems like a miracle that an interaction over IP takes place at all. Everyone has their own theory as to why the technology doesn't really work. In the following, I would like to present five components that have a great influence on the meeting experience.

The internet connection

A reasonably fast Internet connection should not be underestimated as a quality feature. While it's all well and good to be able to work from anywhere, we all know that the world doesn't consist of super-fast, freely available Internet hotspots. And as convenient as it may be to connect to the Internet from your smartphone, even the best mobile hotspot can't provide a 60-minute stable online conference with video and screenshare.

Tip: Before you constantly freeze on the screen as a grimace monster, it's best to either dial in only by phone or plan far enough in advance to have a reliable hotspot in a café, hotel or public building nearby. To do this, it is best to test the speed beforehand.

The Device

Nowadays you can invite any participant to a video conference and you are not limited to one device (e.g. with our webmeeting solution). Everything is possible, e.g. dial-in from cell phone, laptop, telepresence system. However, depending on the functionality and your own experience with the device, the online meeting can quickly become hectic, like finding the screenshare or "mute" button. No one wants to be the person who thinks they are muted, when they have been entertaining the entire conference for 2 minutes.

Tip: The end device should be adapted to the type of meeting. For an important interview with several participants, a telepresence system  with very good video quality is better suited than the soft client on the laptop. In addition, you should briefly familiarize yourself with aan unknown system in advance, especially for important appointments, so that you can react quickly in an emergency.

The Headset

Who doesn't know the question: "Hello...can you hear me?"! Not too often, this is due to bad or incorrectly connected headphones. These can lead to hissing, disturbing background noises or the switching on and off of one's own voice.

Tip: It is definitely worth investing in a high-quality headset here, because knotted "web gift headphones" often have a poor sound and also look unprofessional. There are various mid- to high-priced models for every purpose, especially for professional use, which can also be connected wirelessly to the end device.

The video camera

The quality of the video image is often related to the problem of available bandwidth from point 1 and not necessarily to the camera itself. Nevertheless, HD cameras or video terminials  are the best alternative for a professional online meeting and beat "standard cameras" built into laptops by far.

Tip: Again, it depends on what kind of meeting it is. For everyday meetings, the 08/15 cameras may be enough. However, if it's an important customer meeting or the presentation of a creative project where you have to hold things up to the camera, you should look for sufficient bandwidth and high-resolution technology.

Der Nutzer

Ultimately, the weakest link in the chain of unfortunate circumstances is certainly the user. Depending on their level of knowledge and technical aptitude, they are the decisive component in the Russian roulette of online meetings. Opening links, pressing buttons, entering pin, plugging in headset...all this may be a bit confusing for someone with little or no prior knowledge. Moreover, stress, time pressure, a hectic environment also have an impact on concentration.

Tip: If you know that it's an important meeting, it's best to make sure you have the right hardware and bandwidth beforehand, allow a little more time for dial-up, possibly test links and pins again beforehand, and if in doubt, ask a colleague for help.

The conclusion

The truth is, technology can only be as good as its environment allows it to be; that is, if you don't rush it, use it properly, resource it sufficiently, and create the right technological environment, the result is a brilliant user experience. Often, people are too quick to blame the software instead of taking the time to create optimal conditions. After all, even the best software is no match for the most inexperienced user with poor accessories.Meeting software that even your cat could handle, in any case, offers our webmeeting solution. We provide you with a brilliant meeting experience and are also happy to advise you on equipment and network.

More from this Category

More coming soon...