online meetings – Management Events

April 17, 2020

Breaking The Ice At Online Conferences

Networking is an important aspect when attending online events as you can use these connections to nurture potential partnerships with clients, suppliers, and solution providers. Many of these contacts can also become powerful collaborators that string together relationships with other businesses.

The hardest part of networking, however, has always been drumming up the courage to talk to strangers (even in pre-arranged face-to-face meetings) and overcoming the awkward 10-second silence after you greet each other.

To help you with overcoming those moments, we’ve compiled several approaches that you can use to break the “online” ice when attending online conferences and optimize your online networking.

Keep up with the latest industry trends in the 90Minutes Insights webinar series. View the full schedule here here.

Prepare your topics and questions in advance

Preparation is the key to success and it’s no different when it comes to meetings with key decision-makers. Having a set of topics or questions at the ready will make it easier for you to lead the conversation and not have any awkward pauses with each other.

Ideally, you would want the topics and questions to be business or event-related, such as “Why did you join this event?”, “What is the focus of your organization?”, or “What do you intend to accomplish in this conference?”.

But, don’t be afraid to ask general questions to keep the conversation going. Ask them how the experience has been for them to attend the event, what they ate for lunch, or even what type of music they listen to.

Having a list of questions or topics at the ready will ensure that you won’t run out of things to say when you’re having a 1-to-1 meeting and avoid pockets of silence.

Share your music playlist or favorite artists

Speaking of music, one of the best ways to immediately connect with the people you meet for the first time is through music. Sharing music can be a great way to find a common interest, especially if they have the same taste in music, leading to great conversations between a mixed group of people.

Share your music collection or your Spotify playlist, create one on the spot to share, or ask for their favorite types of music or artists that they frequently listen to. If you share the same interests in music, ask if they have watched any of their favorite artist’s online concert. You can even ask for recommendations on any local online concerts live stream that they watched recently.

You’ll be surprised to see how passionate (and talkative!) people can get when discussing their favorite artist or music genre.

Have fun with your camera/avatar

With many people now adjusting to the new normal of online meetings and working from home, it can get a bit boring seeing the same background over and over again when you’re having a video chat/meeting.

Play around with your camera by changing the background via Snapchat filters or use the built-in fun backgrounds as a way to lighten the mood and break the ice with people. If you have a digital avatar, customize it and use it to talk with other people.

All this can be a fun way to create talking points and transition into other lighter topics to keep the conversation going.

Have a (n online) drink together

Nothing breaks the ice faster than sharing a drink with the person you’re meeting with. While the current situation might not allow you to physically toast your drinks together, you can still experience the same relaxed and conversational ambiance by sharing a drink online.

And, the drinks do not have to be alcoholic. Even sharing a cup of coffee (or a fruit juice if you’re feeling healthy) can be enough to kickstart your conversation. Once you’ve bonded and started talking, it’ll be easier to transition to other topics or segway into your sales pitch.

Ask them for advice

Asking them for advice can be an easy way to break the ice. People love it when you ask them for help. It makes them feel like they are important and will be more inclined to talk and share with you.

Ask for recommendations on which keynote or presentation to attend, management advice or organizational pointers that are related to your industry, or even how to maximize the benefits of attending online conferences.

You can even take a lighted-hearted approach and ask for recommendations beyond work such as what movies to watch, or cooking and recipe tips. These questions can be an easy kick-starter to any conversation.

Wrap up

Networking and establishing connections with high-level executives is a chance you can’t afford to miss. And most of the people who attend online conferences are hoping to break the ice but aren’t sure how to do it.

With the ice-breakers that we’ve listed above, you can make it easier for everyone (and yourself!) to make new contacts and make the entire experience memorable.

April 9, 2020

4 Tips To Maximize The Benefits of Online Events

For many executives, online events can be quite intimidating as there are a lot of moving parts that they might not be familiar with. Especially if they’ve only ever attended in-person events.

However, entrepreneurs, businesses, and solution providers are exploring new avenues of networking and online conferences/summits can become the ultimate networking platform for many executives given the current circumstances regarding COVID-19.

If you’re a first-timer, it’s can be hard trying to figure out ways to maximize the benefits of attending online events. To help you out, we’ve highlighted a few tips that you can put into action and help make your online event experience a success.

So, are you ready to maximize to benefits of online events?

Tip #1: Managing and Scheduling Your Time

One of the biggest problems with attending conferences is finding ways to manage your time. While you might think that having a completely online event allows you to be a bit lax when it comes to punctuality, think again.

Timing (and being on time) is still important and since all presentations or keynotes will be digital, you can expect it to start and end on time. This is why, when you have access to the event’s schedule, you should manage and decide which speaker or showcase that you want to attend to beforehand.

Do a quick research on the speakers and determine which ones are more likely to give you insights. Set up a reminder in your calendar for their presentations and the meetings that you want to attend, but don’t forget to leave room for any other seminars that you might be interested in joining.

The flexibility of an online event also means that you don’t need to rush to an event hall and miss out on any keynotes from being late. Even if you’re currently working from home, all you have to do is just prepare your laptop and log in at the right time. So, there are no excuses to be late!

Tip #2: Actively Participating and Constantly Engaging

We know face-to-face networking is the most sought-after experience for physical conferences but when you’re in a presentation or keynote, all forms of communication are on-hold and the experience tends to be one-sided. This makes it hard for you to discuss with others until the presentation is over and the floor is opened to the audience.

With online conferences, some of the most engaging and informative discussions can occur during the online presentation as attendees can actively participate by talking directly to the speaker or with each other.

Since you’re participating in the discussion in real-time, the presenters themselves and the moderators can see and react instantaneously to your comments and thoughts on the presentation without disruption. This gives you plenty of opportunities to gain insights directly from the speakers themselves.

Tip #3: Constantly Networking With Everyone

Online conferences/summits have a much wider geographical reach which allows attendees from all over the world to join the event. With that, you now have a deeper pool of people that you can network and develop business opportunities with.

Many deals and profitable business relationships start over (online) drinks at a conference event and you shouldn’t pass up the opportunity to meet with like-minded entrepreneurs, investors, event speakers, and event organizers to pitch yourself as a potential business partner.

Be active and participate in roundtable discussions, or our Campfire, and discuss with your peers and the speakers on the keynote presentation. By doing so, you’ll gain access to insights and industry knowledge that you normally wouldn’t get in a typical in-person conference.

Talk and engage with other attendees in the chat during a presentation. Exchange emails and social media links when you have your online 1-to-1 sessions. Follow up with each valuable connection that you’ve made during the events and fully optimize your online networking experience.

Tip #4: Taking Advantage of The (Digital) Convenience

Since larger conferences tend to have multiple sessions overlapping or running at the same time, you often have to choose which sessions you want to attend. This is why you need to take advantage of the unique conveniences that online events offer by having the ability to attend multiple sessions at once.

And the process is as simple as having multiple windows open for the session that you want to attend, and just switching between them when you want to move between the different keynote presentations.

Of course, a big convenience that online events offer is to remove the logistical issues that you often associate with physical events such as traveling, accommodation, and just having enough time for 1-to-1 meetings.

While it’s by no means able to completely replace physical events, you have greater conveniences as you have more access to different sessions and more time to network with the right people.

Final Thoughts

Gathering like-minded people in one location is one of the most powerful aspects of conferences and while online events might not be able to completely replicate the same face-to-face connections, you can still maximize the benefits of online events by following our actionable tips above.

April 9, 2020

How To Optimize Virtual Networking

Networking in online events is vastly different from the face-to-face interactions at live conferences and forums. When you’re missing the essential human contact and full body language, you’ll need to rely greatly on your content, presentation, and most importantly, active listening skills to ensure a great networking session.

Here are some tips on how you can optimize virtual networking at digital events and organize an effective online meeting.

Impression

In any face-to-face meeting, the first impression you set is critical, and the same is true for virtual networking. But it’s not just about the way you’re dressed.

As remote working increases and more sales are conducted through video conferences from the home or office, the environment you are calling from, both physical and online, becomes a part of your impression. This includes the smoothness of the video call.

Aside from a professional appearance, you should also ensure that:

You are familiar with your laptop or computer settings to prevent any technical or audio issues that may arise during your meeting with the decision-maker;
The online conferencing program is tested and set up in advance so that you know how to navigate through the application. You should also make sure that the application allows file and screen sharing so you can easily share information with your client;
Your headphone, webcam, and microphone are all in working order for a steady flow of communication;
All pop-up notifications are turned off to prevent distractions and accidentally sharing confidential or irrelevant information with your client. You might also consider putting your phone and messages on silent or Do Not Disturb mode as opposed to vibrate, which can still be picked up by your mic.

To minimize other potential interruptions or disturbance, set your conference call in a quiet area of your home or office. Additionally, pick a place with a neutral background and good lighting to show a professional image of yourself.

Content

As Cvent puts it, “In a virtual setting, your content is your event”, and the same applies in virtual networking.

In online meetings, you need to capture the full attention of your client. Therefore, your content needs to be both engaging and powerful. And the best way to do that is to ensure your content is appealing and applicable to the decision-maker and presented in a concise and easy-to-understand manner.

Visuals

Based on an article by SalesFuel, a verbal-only approach in online calls leads to less engagement and recollection of your message. In fact, 87% of sales representatives either rarely or never used visuals to engage the prospects during their online meetings.

Make your remote presentation more engaging by sharing your screen, which allows you to show your files, links, images, and presentation in real-time. Brief and engaging videos serve as an effective tool to highlight key aspects of your presentation, ensuring sustained interest from your clients, especially during CXO meetings where time is highly valued.

If you are doing a PowerPoint presentation, make sure that the slides are clean with minimal wordings, and use high-quality images to avoid pixelation. Also, don’t be afraid to draw or write on the slides to emphasize certain points. Movement on the screen captures the attention of your audience and helps to maintain their engagement level.

Narration

As with every story, your sales narration should have a beginning, a middle and an end, with some elements of suspense.

Rather than presenting cold hard facts on your slides, tie them all together into a continuous and intriguing thread of information. Your content should encourage your prospect to think so consider adding some open loops with questions or concepts that will be addressed at the end of your presentation.

Tone is another aspect you can optimize for your online sales meeting. Keep your tone energetic and enthusiastic. Emotion can be contagious and leaves a long-lasting impression. So while your prospect might not exactly remember your words, they will remember your passion and how you made them feel with your presentation.

Active Listening

Active listening is a vital part for every sales, regardless if it’s done online or physically. While you might want to showcase your solution and all its benefits, listening to your potential client is the basis for a solid interaction and will help you to better understand their needs.

Try to implement these points for effective active listening:

Maintain eye contact – Look at your webcam instead of the screen. It might be a subtle move, but looking directly at the camera gives the impression that you are looking at your client and builds a stronger connection.
Positive body language – Even during an online meeting, you should be aware of your body language, including your posture, facial expressions, and hand gestures. Use these non-verbal signals to project confidence and attentiveness. Also, keep an eye on your client’s body language if they are on video. Their gestures and expressions will indicate if they’re getting distracted or losing interest.
Seek clarification – Asking specific open-ended questions helps to ensure that you have a clear idea and understanding of your client’s needs and pain points. At the same time, encourage your prospect to ask questions so you can alleviate any concerns they may have.
Listen for the meaning – When the decision-maker is talking, don’t just listen to the facts. Go deeper to find the meaning, and possible opportunities, behind their words.
Give your full attention – Avoid thinking of your responses while the client is talking. Your facial expression will show on the video call if you are not 100% focused on what they are saying. Furthermore, inattention can cause you to miss out on key points of the discussion.

Adapting to virtual networking may be daunting for some salespeople. But by optimizing your online sales meeting, you can discover new ways to better serve and communicate with your clients while gaining opportunities to assist new prospects looking for solutions during tumultuous times.

April 3, 2020

10 TIPS FOR PLEASANT AND EFFECTIVE ONLINE MEETINGS

Digitalization has given businesses greater opportunities to connect and interact. However, it’s hard to beat a live interaction and discussion with a peer or a prospect to achieve the best results for your business. With that out of the way, we know there are situations where effective online meetings are the most feasible option due to schedules, travel times, or other unexpected situations.

Of course, there are certain challenges when it comes to to successful virtual meetings (or working remotely) that in-person teams and meetings breeze by. One example is that a physical face-to-face meeting allows you to swivel your chair around and ask someone about their digital strategy and fluidly continue the conversation with another person. Remote meetings require attendees to be more intentional with the way they communicate since everyone is basically on their own (online) island.

Few organizations feel prepared for large-scale remote meetings, but you can take steps to make the experience feel productive for large-scale remote meetings for both attendees and your organization.

So, how do you get the most out of a successful virtual meeting?

To get the most out of attending or running a online meeting, there are some common practices that the attendees and meeting chairperson should follow to optimize each other’s time. Let’s take a look at some of the best practices that you can take to make your online meeting a success:

1. Be Prepared

Alexander Graham Bell once said, “Before anything else, preparation is the key to success“. With online meetings, whether it’s 1-2-1 or with a huge group, it’s always a good practice to make sure the agenda and preparations are provided beforehand, along with instructions on the online meeting solution. This will allow attendees to be prepared for the online meeting and be as productive as possible throughout the session.

2. Get (Online) In Early

Online meeting or not, it’s just good etiquette to be early for your meetings. But in an online setting, it’s best to be online early to sort out any problems or kinks (such as internet connection, screen sharing functions, webcams, etc.). Ask the attendees to log in 5 minutes before the meeting starting time to get everyone settled in.

3. Break The Ice

When connecting with new people, or in larger groups, the atmosphere might feel less interactive.. It’s times like these that you (or the chairperson) should take an initiative to kickstart the meeting with some icebreakers – make people smile or even laugh to get everyone loose and ready!

4. Outline The Plan

After the attendees are accounted for and once everyone has managed to catch-up and be prepared, it’s time to do the online meeting itself. Before the discussion, however, it’s best to clarify the purpose and goal for the meeting – this is to keep everyone on the same page and focused. With a concrete plan outlined, it’ll be easier for the chairperson to navigate the direction of the meeting.

5. Marking The Minutes

When everyone starts talking in an online meeting, it can be easy for some attendees to get lost in the conversation and not hear everything. Appointing someone to take the meeting minutes that’s shared after the meeting will help remind everyone of the main key points of the meeting. Ideally, the chairperson would be the one to take the meeting minutes but you can appoint anyone who is up to the task.

6. Leading And Steering Conversations

If you’re doing a 1-2-1 online meeting, you can easily keep track and lead the conversation. However, if you’re running an online meeting with a lot of attendees, you’ll need someone to keep everyone focused. The chairperson who runs the agenda should also keep the time – also be ready to park items if the discussion flows to the outside of the core topic – and get back to this separately with the people needed. That way, no matter where the conversation goes, you can always come back to the main topic.

7. Keep Everyone Involved

Online meetings offer great flexibility in that you can have as many people as possible in the meeting itself. But, if there are too many people in a meeting, you’re bound to have someone who’s not able to contribute as much or be as active in the discussion. Make sure that everyone is actively participating – those who do not comment, have the chairperson (or you) actively ask their point of view on the topic/discussion.

8. Actions, Decisions, And Conclusions

Remember that the whole point of an online meeting is to make it as productive and as efficient as you would in a face-to-face meeting. That means getting as much done as possible when it comes to the main topic that you’re focusing on. During the meeting, make sure the agenda items reach decisions, conclusions or follow-up actions – steer the conversation to possible solutions and outcomes.

9. Wrapping-up The Meeting

A good practice to have is to recap everything that you’ve discussed, 10 minutes before the meeting ends, to ensure that everyone is up to speed with everything. Start to wrap up with “what we decided today” and go through the things which need follow-up or action, by whom and when – make sure that a name and date are attached to each agreed item so that someone will be responsible for further action.

10. Following It Up

Hopefully, by the end of the online meeting, you and your attendees were productive discussions. If there are more things that you need to discuss, book follow-up meetings if needed and have it in everyone’s agendas. Make sure the minutes are shared so that everyone knows the discussion points for the next meeting.

Bonus Point: Thank-Yous To Everyone

After a successful online meeting, send a thank-you note to the attendees for having good participation and ideas in the discussions! Not only will your attendees feel grateful to receive a personalized thank-you note, but they’ll also be more encouraged to contribute in future online meetings.

Face-to-face meetings can be a powerful tool for businesses, but online meetings can be just as effective if you follow the 10 points we’ve listed out. A well-thought-out agenda, keeping the time, and making sure the momentum stays high with some smilemaking – you can have an effective, pleasant, and fun online meeting with a productive outcome!