Preparation Tips for Your Board’s Zoom Meeting

Board’s Zoom meeting is a kind of web conference, conducting online meetings or presentations over the Internet in real-time.

The Main Objectives of Board’s Zoom Meeting

The main objectives of the board’s zoom meeting are:

  1. To discuss in a short period of time any important, interesting topic or current problem with a sufficiently large number of specialists.
  2. Exchange views with colleagues.
  3. Get new important information on your work in a short time and in a concentrated form, get acquainted with some new ideas, technologies, etc.
  4. Conduct research, disseminate new information.
  5. Do your best to relax. On the day of the event, you will most likely be under a lot of stress. The better you prepare yourself, the better your ability to solve difficult problems will be.

Choose a topic that is interesting to you, in which you understand. After all, the main task is to convince the audience of your professionalism in this matter. Ask yourself the question: how relevant is the topic, how exciting is it, how controversial is it? The hardest audience is the indifferent audience. The topic should be relevant, hot, and, most importantly, understandable and familiar to the audience.

Besides, take a look at the best recommendations for your board’s Zoom meeting:

  1. Get yourself together (before speaking, answer 4 questions – who will you say, what to say, where, and when).
  2. Stick to the topic (what is your main idea, what do you want to prove).
  3. Be logical (keep the logic of your speech in your head, do not run from topic to topic).
  4. Write it down (there should be a text in front of you, just in case).
  5. Speak, do not read (practice speaking, as reading indicates unpreparedness).
  6. Anticipate objections (you should think in advance and take into account possible criticism of what was said).
  7. Be clear (be specific and clear so people can understand you).

Initial Preparation for Board’s Zoom Meeting

Initial tips for the board’s Zoom meeting include:

  • Select a project manager and create a team.
  • Form an Organizing Committee – the main governing body of the conference. Decide how much energy you wish to use to achieve your goal.
  • Define general goals/objectives; be prepared to re-check goals/objectives as the plan unfolds.
  • Formulate the name of the conference – it should be bright, catchy, memorable, reflecting the essence.
  • Define your target audience.
  • Identify speakers.
  • Select a room.
  • Take care that the date of the conference does not coincide with the dates of other events, which can reduce the size of your audience.
  • Plan for contingencies. Be smart, but don’t worry too much! Consider circumstances that may be a source of problems for you: sudden illness of the speaker, problems with the room, etc.
  • Provide information about the conference to your target audience in advance – it should be interesting to those specialists whom you invite.
  • Describe the scenario of the event literally by the minute, this will help keep track of the correct course of events.
  • A printout of materials should be arranged 1-2 months before they are required so that there is enough time for all the preparatory activities. Check the relevant dates in these materials.
  • Consider the possibility of publishing an article in a professional journal based on the results of the conference, as well as the possibility of publishing a collection of reports.
  • Prepare the necessary technical support.
  • Work with the speakers to make sure your and their expectations for speaking are the same.
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