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Don't let your meeting go ahead automatically, but think about the need for it. If no agenda items have been received, cancel a meeting. In this way you only meet when it is necessary and ensure that everyone remains involved and motivated when there is a meeting. This applies to a meeting in real life, but also to a digital remote meeting.
If you are meeting remotely, make sure you have the right facilities in place beforehand. If your organisation is new to digital conferencing, ask meeting participants to test these well in advance. You don't want the meeting to start too late, because one of the participants still has to try out how everything works.
Make sure that all relevant stakeholders are present, so that you can make the necessary decisions during the meeting. Be careful not to invite too many people. Especially with a digital meeting it is important to limit the number of participants.
Thinking critically about who you invite beforehand will result in shorter, more effective meetings.
It seems obvious, but plan your meeting when the participants have time in their agenda. Use the link from Indeqa with Outlook or other digital calendar software. This way you can easily and efficiently put the agendas of the participants next to each other and choose a time.
Do not automatically choose the Monday for weekly meetings. Tuesday, for example, can also be a good time: after the start of the week questions arise and decisions have to be made. The meeting time should then fit in nicely with the participants' need to meet each other.
If you use Teams, online meetings are possible for everyone. Teams offers high-quality audio and video, with the same security and compliance as in Office 365. Teams also offers interesting functionalities such as screen sharing, recording of meetings and chatting.
Ensure that external meeting participants can easily and securely gain insight into important meeting documents, tasks and decisions and agendas, without the complicated process of installing meeting software.
With Indeqa you can easily send a link to external parties. Through this link they can easily and securely access these documents in a few steps. This way you avoid frustration and make sure every participant has the right documents.
By making good use of the software you save time. Point 4 already mentioned the ease of linking to the calendars. You can also save time in other areas. For example, in Indeqa you can automatically convert an elaborated agenda to a Minutes document and then further elaborate your minutes in it. Keeping a structure in your work during the preparation, ensures an effective meeting and time savings afterwards.
Do you also want more structure in your digital board meeting? Choose the ideal combination of Microsoft Teams and Indeqa. Read all about this combination and watch our demo videos. We will be happy to show you our added value!
Indeqa® is a registered trademark of Indeqa Solutions B.V.
Augustapolder 72, 2992 SC Barendrecht, the Netherlands
Tel: +31 (0)85 060 1599