How to Use Virtual Tools to Hold Meeting

• 1). Assess your needs. Do you want to hold a videoconference, set up a real-time group chat or host an asynchronous meeting space where participants log in at different times, share documents and post comments?
  
  
• 2). Try free virtual tools. Social networking sites and some search engine sites allow users to set up group pages and user groups where meeting participants post comments and upload and share materials. Some online software offers similar capabilities but with the added benefit of video, voice calls and instant messaging.
  
  
• 3). Survey subscription-based services offering virtual tool packages for holding online meetings. Take advantage of such services' free trial offers. Some services provide online facilitators to host meetings, interactive whiteboards and other features, such as icons representing "hand raised" to signal that someone in the group has a question.
  
  
• 4). Verify that meeting participants have the technology to participate in the meeting. For example, participants need a webcam or a laptop with a built-in camera if using videoconferencing tools. Likewise these participants would need audio capabilities. A high-speed or broadband Internet connection will produce good results for real-time online meetings.
  
  
• 5). Read a how-to guide for using your chosen virtual tool. Use this to create user groups and assist meeting participants in creating accounts if applicable. Also suggest that participants explore the meeting site prior to the scheduled meeting.
  
  
• 6). Distribute an agenda ahead of time and adhere to it. This will ensure everyone knows the purpose and duration of the online meeting as well as what to prepare before the conference.
  
  
• 7). Log in at least 15 minutes before the scheduled online meeting. Introduce participants and let them know if you are recording the meeting. Verify that everyone is OK with this.