What Are the Top Challenges and Solutions of Virtual Meetings

Without virtual meeting platforms, such as Cisco Webex Meetings, communication of hybrid and remote teams would be almost impossible. But even the best and most robust application can still have certain issues, especially those beyond its control. The good news is that constant innovation and appropriate fixes can help prevent, if not eliminate, such hurdles.

Technical Problems

No technology is free of any technical issues that could arise at some point before, during, or after use. Issues can happen on both the host and the participants’ ends.

• Poor video quality, causing the video to slow down or completely freeze
• Poor sound quality, combined with feedback echo or ambient noise
• The application is incompatible with a computer system or requires complex setup and permissions
• Bad or slow internet connection resulting in dropped calls or meetings

Solutions?

• Check if all participants are comfortable with using technology and offer assistance if needed
• Have everyone download, install, and set up the software well in advance so that any issues are fixed before the scheduled meeting
• Put emphasis on a strong and stable internet connection, and give participants time to find solutions if they encounter such problems
• Check for incompatibility issues and any available software updates
• Use a good headset with optimum noise-cancellation features and a high-quality webcam

Security and Privacy

Communication, innovation, and security contribute to improved business outcomes, but they’re also easily compromised in the virtual landscape. It’s understandable that you or other participants are concerned about online threats.

Solutions?

• Make sure the virtual meeting platform is updated, especially with the latest security patches, to prevent security concerns
• Encrypt meeting links and waiting rooms to eliminate the possibility of a breach
• Invites should only be sent to intended recipients, with the addition of a one-time authentication feature if possible
• Members of the organisation should be aware of any cyber threats and trained on online security and how to properly respond to phishing attacks, scams, and the like
• Encourage staff to use VPN (virtual private networks) to further boost security

Scheduling Across Time Zones

With employees spread across the world, choosing the right time to have everyone in the same meeting room can be tricky. This is especially true if the virtual meeting has to run for more than an hour. This can be a major inconvenience for those who have to wake up during ungodly hours just to make it to the virtual meeting room.

Solutions?

• Look for any overlaps between time zones and schedule a meeting within those times. Some virtual conference platforms come with built-in schedulers that you can use to check overlapping times
• Rotate the meeting schedule so that the same people aren’t always the ones sacrificing their time just to attend a meeting
• If it’s impossible for an employee to join the live meeting, record it and share afterwards

Low or Lack of Engagement

People zoning out during online meetings has become a popular meme on many social platforms because it’s a reality. It may not seem to matter much, but low engagement leads to poor collaboration.

Solutions?

• Keep meetings short, focused, and concise to prevent boredom among participants
• Make every session interactive as much as possible, using a platform’s built-in features, such as polls, breakout rooms, and Q&A sessions.
• Have everyone turn on their cameras to help keep them focused, present, and accountable

Virtual meetings made it possible to run a global empire and keep everyone connected. Make your next strategy meeting successful and stress-free by using Cisco Webex Meetings.