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Virtual Meetings Guide: Everything You Need to Know

Elsa Updated on Feb 24, 2023 Filed to: Screen Mirroring

What is a Virtual Meeting?

In contrast to an in-person gathering, a virtual meeting refers to an online conference. It is an event that is entirely conducted online utilizing software or services that allow participants to share presentations, voice, video, texts, and files.

virtual meeting

Each participant observes from their own device during a virtual conference. The online conference can take place either through a special program installed on each participant's computer or through a web program that runs inside the browser by inputting the location of the site where the virtual event will take place.

1 Types of Virtual Meetings

To accomplish whatever objectives they may have for a particular meeting, the host chooses the virtual meeting format. They could determine that a video is not essential or that the main presenter has to have all of the audience's attention. There are a few general meeting kinds that may be modified to fit particular requirements.

1. Video Conferencing

Video conferencing allows for the most face-to-face engagement. Typically, those virtual meetings have high-quality video and audio. This makes it possible to do a meeting virtual and observe someone's body language, facial expressions, and other physical indicators during this kind of encounter.

video conferencing

2. Teleconferencing

A teleconference is the simplest and most basic kind of virtual meeting. These "conference calls" are more recent iterations of audio-only gatherings. Teleconferences can be more appropriate for brief, casual calls that don't require screen sharing or other visualizations because there isn't any video involved in them.

teleconferencing

3. Online Events & Webinars

Webinars are a type of online conference, however, they usually function as one-way virtual meetings where hosts or panelists give presentations to participants. It is possible to configure webinar settings such that participants cannot be seen or heard, allowing hosts to maintain complete audience concentration.

webinars

4. Web Conferencing

Web conferences can be quite similar to video conferences and can include in-person meetings virtually. However, their primary purpose is to facilitate project collaboration by utilizing tools like sharing and white-boarding. Web conferences for brainstorming sessions are quite common and can be more effective than in-person meetings.

web conferencing

2 What Tools Do I Need for a Virtual Meeting?

1. AirDroid Cast Screen Mirroring App

Regardless of whether the devices are connected to the same network, you may share the screen of mobile device with the computer in the conference room. AirDroid Cast screen sharing tool is compatible with other conferencing applications like Zoom and Google Meet.

AirDroid Cast can assist in bridging the communication divide in a remote conference while you are away on business or working from home.

cast1

The conference participants may quickly share the displays of their mobile devices to the meeting room.

How to Set up AirDroid Cast?

The basic version of Airdroid Cast is free to download and install. AirDroid Cast offers 3 sharing ways. Those are USB, AirPlay, and Wireless connection.

For online meetings, USB sharing is recommended. It has the clearest picture and no delays. Wireless connection can be used either with a local network or a remote network.

  1. Download AirDroid Cast desktop client on your computer from its official website. After the software download, follow the installation instructions and set the tool up on your PC or Mac.


  2. Download the AirDroid Cast app on your phone. You can find the tool in Google Play Store and Apple Store. The tool has compatibility with iOS and Android devices.

  3. If you want to cast your phone screen to computer via USB, use one cable to connect your phone to computer, then click “USB” in the interface of AirDroid Cast client.

  4. usb connection big size1

  5. To share the screen wirelessly from your phone, scan the QR code that appeared on your desktop device, or type in the numbered code. “AirPlay" connection is also useful if you are an iOS user.

  6. wireless1

  7. After that, you will get a notification on both devices asking for permission. Allow the permissions and your screen sharing will be established.

  8. Now open a virtual meeting software on your computer, such as Microsoft Teams, Google Meeting or Zoom. Tap on “Share this screen”, and then you can choose to share both your computer and mobile screen in the meeting room. This method is very useful for online presentations, especially mobile software demo presentations.

  9. What Can AirDroid Cast Help?

    Screen sharing and screen-controlling capabilities are both available with AirDroid Cast. As a result, you may now operate your mobile device from any computers.

    One of the unique features that AirDroid Cast has is the two-way audio transmission. This function is useful for distant meetings. During the meetings, when you have the screen sharing to a larger device, it allows you to hear the feedback from the participants.

    airdroid cast web

    As a teacher, you may use AirDroid Cast to transform your Android or iOS smartphone into a useful whiteboard. You may directly sketch the formula or input important points into your smartphone and share the screen with the computer.

    2. Dropbox

    Dropbox file hosting service is simple and straightforward to use and has garnered several honors. It supports document, photo, and video storage and file syncing on the cloud.

    open the dropbox website

    Due to the fact that the content will instantly appear on all synced devices and the Dropbox website, people who have access may view it from any location. The program is especially useful for exchanging backups and huge data. Users may upgrade their accounts to give extra capacity.

    3. Google Calendar

    It is simple to keep track of virtual meeting schedules and organize them when working in a group thanks to Google Calendar. Google Calendar's Find A Time tool goes one step further by examining the schedules of your team members and determining the time that works best for everyone. The User-friendly calendar interface, allows you to do those tasks in a single window.

    google calendar

    You may schedule meetings with other people using Google Calendar, much like you would with many other scheduling programs. Appointment slots are a new feature added to your Google Calendar when utilizing the Google Workspace membership.

    3 Top 3 Virtual Meeting Platforms & How to set up

    1. Google Meet

    Users of every category use Google Meet. It provides 60 minutes free session for a meeting, which is approximately enough for regular meetings. 

    google meet 1

    Detailed Steps:

    1. Step 1. Open Google Calendar
    2. Open the Google Calendar and select a date for the meeting. Then click on 'Add Google Meet Video Conferencing' and click 'Join with Google Meet'.

    Open the Google Calendar

    1. Step 2. Allow Access 
    2. Click on Allow Access pop-up to provide Google Meet access to the Camera and Microphone of your PC.

    Allow Access

    1. Step 3. Add Participants
    2. Click on the Join Now option and then a meeting will start. Click on Add people to add all the people you want in the meeting. In this way, you will be able to Host a meeting.

    Click on Join Now option and then a meeting will start

    2. Microsoft Teams

    Microsoft Teams is another video conferencing platform for virtual meetings. It provides 30 minutes free video session with the team.

    Microsoft Teams

    Detailed Steps:

    1. Step 1. Download Microsoft Teams
    2. Download Microsoft Teams on your PC or mobile and log in with your email account.
    1. Step 2. Click on Join or Create a Team
    2. On the interface, click on the Teams tab from the extreme left corner and click on Join or Create a Team from the top right corner.

    Click on Join or Create a Team

    1. Step 3. Add Teams group details
    2. Click Create Team and select the type of room you want to create. Also, mention the name and description of the group.

    Add Teams group details

    1. Step 4. Add Participants
    2. Your Room is ready to share files and other data. Add the participants, and you are good to go with your Meeting.

    3. GoToMeeting

    Go to Meeting is a popular screen-sharing, online Meeting and video conferencing platform. You can try free and also buy its premium services.

    go to meeting

    Detailed Steps:

    1. Step 1. Open GoToMeeting 
    2. Open GoToMeeting on your PC or laptop and click on Try Free to use it for 14 days as a trial.
    1. Step 2. Sign Up
    2. Sign Up with your details. Set a strong password that fulfills all their requirements.

    Sign Up with your details

    1. Step 3. Join a Meeting
    2. The interface will open where you can start a new meeting or enter the I.D or link of a room and join it.

    The interface will open where you can start a new meeting

    4 Key Features of A Great Virtual Meeting Platform

    There are so many platforms available that selecting one may be difficult and time-consuming. So, here is the list of key features of a great virtual meeting platform.

    • Screen Sharing
    • Mobile access
    • Built-in recording
    • HD video
    • Audio Conferencing
    • An interface that is User-friendly

    5 Pros and Cons of Virtual Meetings

    We may hold virtual meetings from anywhere in the globe thanks to the availability of several video conferencing and communication technologies. However, virtual meetings come with their pros end cons.

    Advantages of virtual meetings

    • It is accessible to anybody with internet access and gadget.
    • Information sharing is simple.
    • The process of leaving the meeting is easy.
    • Safety and physical distance are maintained.
    • Virtual meetings are recorded.

    Disadvantages of virtual meetings

    • Less interaction between participants.
    • Limited Face-to-face contact.
    • Problems with devices, apps, or internet connection.
    • Time zone differences.
    • Payment and costs.
    • Security and privacy issues.

    6 How Can I Prepare for a Virtual Meeting?

    1. One of the first steps of virtual meeting preparation is to Inform everyone of the rules in advance of your meeting. This will set the tone for everyone's conduct and facilitate a productive meeting.

    2. Nobody enjoys wasting time. Establish a clear agenda before the meeting and distribute it to all attendees. Simple solutions for this include adding it to a Google Calendar event.

    3. Even if remote work simply needs an internet connection and a basic software stack, choosing which tools and programs to use still demands careful thought. Keep things straightforward rather than too convoluted for the simplest video conferencing setup.

    Some Virtual Meeting Practices

    Before the meeting, Choosing who must attend and what information you want to offer should come first. You'll get the best results from the meeting if you have clear objectives for the whole thing.

    When individuals are using their gadgets, it is considerably harder to maintain participant engagement. To maximize participation and get the most out of the virtual conference, encourage the usage of video and silent phones.

    Maintaining the well-being of your remote workforce is essential for effective teamwork and employee performance. Finally, think about concluding with a joke or some light conversation to get everyone's spirits up before leaving to handle tasks.

    Fun IceBreaker Games for Virtual Meeting

    Icebreakers may be the perfect way to get people chatting and pumped up before a meeting. Starting a meeting with a light-hearted question will encourage team building and get the conversation rolling.

    IceBreaker 1- “Take A Picture”

    Ask participants to take a picture or upload one from their computer to the board. They can picture anything from their surroundings: room, your pet, something on the desk, socks or shoes, or the view from the window. Allocate five minutes for everyone to snap a picture, email it over, and upload it, and then an additional five minutes for story sharing.

    IceBreaker 1- “Two truths and a lie”

    Two truths and a lie is a traditional but very effective icebreaker. Each participant is required to generate two true assertions and one (convincing) a false statement. The other participants must then determine which statement is false by guessing. This makes it possible for everyone to get to know one another and adds the enjoyable element of learning just how cunning certain individuals can be.

    7 Tips for Running Successful Virtual Meetings

    To run a successful virtual meeting, you must be well-prepared for everything that needs to be presented or discussed. There are several tips for you.

  10. Prepare & Testing Equipment
  11. Use must be damn sure about which platform you will choose and how to use it. You must have a computer or mobile phone which supports that specific platform. Prepare and get ready all the necessary documents that you need during the meeting. Standing repeatedly and looking for documents during a meeting is unprofessional.

  12. Set an Agenda
  13. You should be clear about the meeting's purpose and note down all the points that need to be discussed. You must fully grasp your topic and be confident about what you will convey. Also, inform the other members about the meeting agenda by any medium so they can prepare for it.

  14. Check Internet Connection
  15. One common issue during a virtual meeting is losing an internet connection. You must check the availability of the internet before joining a meeting. Also, check the internet speed to get uninterrupted video during the meeting. 

  16. Keep Control over Your Corporate Data
  17. Data security is very important. You must grip the platform to manage the data easily. For example, instead of sharing a specific Window, if you share your whole screen, it would lead to damage to your data. Keep the data safe and share only the relevant things with others.

FAQs about Virtual Meetings

What is the Difference between Virtual Meeting and Online Meeting?
Elsa
Elsa
A virtual meeting is one that is conducted online via video call or a specific meeting tool. Online networking enables participants to participate in live conversations, debates, virtual meeting spaces, and breakout sessions. Here, fostering stronger and more intimate interactions among guests is the main goal.
When is A Good Time to Host a Virtual Meeting?
Elsa
Elsa
The optimal time to set up a meeting is in the middle of the day, between 10 am and 12 pm. This is the time when the person is most productive and attentive.
What Should I Do After a Virtual Meeting?
Elsa
Elsa
Send a brief email with the notes either attached or included in the email body after the virtual conference. Save those so that you may begin by going over the outcomes of the previous online gathering.
Why do Businesses Need Virtual Meetings?
Elsa
Elsa
When business meetings are done in person, they require travel plans and waste important work time. Fortunately, with a few mouse clicks, every employee may join a virtual conference. It saves time and money.
How to Prepare for a Successful Virtual Meeting?
Elsa
Elsa
Make sure that your internet connection and your gadgets are working properly. Go through the meeting agenda again. Keep your background neutral and official.
Can I Join A Virtual Meeting from My Browser?
Elsa
Elsa
On your desktop computer or laptop, any current browser lets you initiate or join a meeting. Today, the vast majority of virtual meeting applications have a browser version and software installation is not required.
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