Mastering the Art of Virtual Meetings While Travelling

Virtual Meetings While Traveling

Virtual meetings are conducted online using various technologies, such as video conferencing, web conferencing, or teleconferencing. Virtual meetings allow people to communicate and collaborate across different locations, time zones, and devices, without the need to travel physically.

Virtual meetings have many benefits, such as saving time, money, and energy, reducing carbon emissions, increasing accessibility and inclusivity, and enhancing productivity and creativity.

However, virtual meetings also pose many challenges, especially when they are conducted while travelling. Travelling can introduce various factors that can affect the quality and effectiveness of virtual meetings, such as unreliable internet connection, noisy or distracting environment, incompatible or malfunctioning devices, different or conflicting schedules, cultural or linguistic barriers, and physical or mental fatigue.

Let’s explore how to master the art of virtual meetings through corporate travel management before the meeting, during the meeting, and after the meeting, and share some best practices and tips, as well as common pitfalls and mistakes.

Travellers need to master the art of virtual meetings while travelling, which is the skill and ability to plan, prepare, conduct, and follow up on virtual meetings in a way that ensures their success and satisfaction.

Before the Meeting

Travellers should take some essential steps to plan and prepare for their virtual meeting.

• Check the date, time, and duration of the meeting with your meeting organiser and participants in advance. Consider the time difference between your location and theirs and adjust your schedule accordingly. Also confirm the format and agenda of the meeting, such as the purpose, objectives, topics, tasks, roles, and expectations.
• Choose a suitable platform and device that are compatible with your meeting organiser and participants’ preferences and requirements. Test your platform and device before the meeting to ensure that they work properly and have a backup plan in case of any technical issues or failures.
• Find a reliable internet connection for your meeting that is fast, stable, and secure. Avoid using public Wi-Fi networks that may be slow, unstable, or unsafe.

Find a quiet and comfortable environment for the meeting that is free from noise, distractions, or interruptions. Don’t use crowded or noisy places, such as airports, cafes, or hotels. Inform your co-travellers or hosts about your meeting and ask them to respect your privacy and silence.

During the Meeting

When the virtual meeting is in progress, travellers should take some important actions:

• Join the meeting on time and introduce yourself to your meeting organiser and participants. Apologise for any inconvenience or difficulty that your travel may cause them, such as poor audio or video quality, background noise, or connection issues.
• Follow the etiquette and norms of the meeting that are established by your meeting organiser and participants. Respect their culture and language, and avoid any offensive or inappropriate remarks or gestures.
• Stay focused and engaged in the meeting by avoiding any distractions or multitasking that may affect your performance or participation. Avoid actions or behaviours that may show disrespect or disinterest to your meeting organiser or participants, such as checking your phone, email, or social media, eating, drinking, or smoking, or leaving the meeting without notice or permission.

After the Meeting

After the meeting travellers should take some essential steps to follow up on their virtual meeting.

• Review and summarise the meeting by taking notes or recording the main points, outcomes, and actions of the meeting, identify any issues, challenges, or opportunities that emerged during the meeting.
• Communicate and collaborate with your meeting organiser and participants by sending them a thank-you message or email after the meeting, follow up on any tasks or actions that you are responsible for or involved in, and report your progress, suggestions or results to them.