ONLINE MEETINGS MADE SIMPLE

The Basic Features Without Which You Can't Hold an Online Meeting

Explore the basic features you need to host an online meeting.

Online Meeting Basics

An online meeting brings people together to share ideas, plan company strategies, discuss challenges, and solve problems collaboratively. The essential trinity —audio, video, and screen sharing — are three features you must have in order to host one successfully. Without them, collaboration meets a standstill.

 

1. Why is audio needed for an online meeting?

When hosting a remote meeting, the importance of audio is top priority. Without audio, you cannot hear the other participants in the meeting, and they can't hear you, making effective communication and collaboration impossible. For example, if you call a company-wide meeting that includes remote workers or employees in a different office location, you must have the ability to hear them and they must hear you—otherwise, it will not work.

Audio is at the heart of every interaction, and sound promotes closeness between participants. Real-time communication is more effective than strictly written correspondence, which doesn't always allow for open dialogue. Audio facilitates conversation and allows participants to easily share opinions, offer new ideas or provide productive feedback to the group. Plus, tone of voice and verbal cues make information easier to understand.

Hint: When audio conferencing, use a headset to improve the quality of your contributions. If online, ensure you have the bandwidth for a constant, steady connection to the internet. In either scenario, avoid background noise by connecting from a quiet place.

 

2. Why is video needed for an online meeting?

More people are working remotely today than ever before. Deloitte reports that 41% of the U.S. workforce participates in crowd/gig economy, which typically sees them working outside of the traditional office environment. With this increase in remote workers, in-room meetings might not be an option and virtual collaboration is necessary. 

Without video, you cannot see potential customers or other employees, which creates a less personal and collaborative environment. An online video meeting with a client or customer helps establish a personal connection, too. Allowing people to read your facial expressions and body language can go a long way in establishing your credibility and building trust—something a phone call can't do.

Communication through video conferencing fosters internal relationships and worker productivity, as well, by allowing employees and colleagues to put a face to a name and voice and have face-to-face interactions from all over the world. For example, if you are interviewing a potential employee who is remote, video gives you the ability to see and speak to them if an in-person meeting isn't possible.

 

Hint: Avoid these possible distractions when in an online video meeting:

  • Eating or chewing gum

  • Sitting too close or too far from the camera

  • Slouching, unsmiling body language

  • Connecting in a low light room or one with a busy background

  • Dressing inappropriately or unprofessionally

 

3. Why do you need screen sharing for an online meeting?

Screen sharing is another critical meeting tool that allows meeting participants to see your computer screen. Without screen sharing, meeting attendees can't see what you are presenting, making it impossible to visually share important company or client information.

Screen sharing is most often used to share presentations, charts, and edited content with attendees—a necessary feature if you have remote employees or far-flung clients who cannot attend an in-person meeting. For example, salespeople need the ability screen share so they can present to potential global prospects, and company leaders must use it to display essential company policies or presentations. 

When combined with audio, company leaders can use screen sharing during a town hall or training to make remarks while sharing essential company policies. Or, salespeople can conduct a presentation with visuals depicting data while explaining the results, highlighting how they can help a potential client meet their goals. 

Meetings are also more interactive and engaging if various participants can share information and content via their screens. The ability to share computer screens helps drive meeting productivity and enable virtual collaboration. GoToMeeting now offers a feature that allows attendees to take control of a screen without the permission of the host, making it possible for employees to engage in open dialogue and share meeting notes or agendas.


Hint: Check your screen resolution and consider making your cursor larger, so it's easier for participants to follow along. Additional tips include: 

  • Removing any distractions from the screen you’ll be sharing.

  • Closing unnecessary tabs. 

  • Turning off notifications.

  • Hiding email alerts. 

Make the most of your online meetings
The ability to stay competitive in today's rapidly evolving digital environment rests on an organization’s agility and its ability to communicate and collaborate effectively. The right tools for an online meeting make it possible to work smarter, not harder. 

To host an online meeting, audio, video, and screen sharing features aren't just helpful — they are essential. Now that you understand the value of these three necessary elements, make the most of all virtual meeting technology available to support your online meeting success. GoToMeeting can help revolutionize your conference call, video conferencing, and screen sharing capabilities. 
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Holding an Online Meeting

What can I do with GoToMeeting?

With GoToMeeting, you can deliver presentations, perform product demonstrations, brainstorm with colleagues and securely share confidential information online from anywhere at any time. Your meetings can be one-to-one, or you can meet with multiple people at once.

Presentations: Give a slideshow to your online audience and reduce travel costs.

Demonstrations: Show prospects how your product works by inviting them to view a demo in real time, whether they are across town or a thousand miles away.

Work together: Meet with others online to share, discuss and edit any document. Transfer presentation controls to other attendees.

How do I start using GoToMeeting?
Simply register for your free trial now. After the quick automatic setup is completed, you can immediately begin using it.
Do I have to be at my computer to hold a meeting?
No, you can hold a meeting from any computer – or even a mobile device – as long as it has Internet access. Just log in with your account email and password at www.gotomeeting.com.

Hold a scheduled meeting: Your scheduled meetings will be listed under My Meetings – just click the Start Meetingbutton next to the meeting you want to start.

Hold an instant meeting: Click the Host a Meeting button, then choose the Meet Now button. Your meeting will start immediately. To invite people to your meeting, click the Invite Others button in the control panel. A window will open with instructions for joining that you can email, instant message or tell your attendees over the phone.

To schedule a meeting: Click the Host a Meeting button, then choose the Schedule Meeting button. Fill out the meeting information and click the Schedule button. A meeting invitation email will launch automatically.
How do I start an impromptu meeting?
On a PC
There are several ways to start a one-click impromptu meeting:
· Double-click the GoToMeeting system tray icon.
· Click the Meet Now button integrated into Microsoft Outlook and various instant-messaging applications.
· Scheduled meetings can be started with one click from the My Meetings web page after logging in to the GoToMeeting website.

On a Mac
Just click the GoToMeeting icon in the dock and then click the Meet Now button.
Your meeting will start and the GoToMeeting organizer control panel will appear on the right side of your desktop.
How do I schedule a meeting?

On a PC
To schedule a meeting in advance, right-click the GoToMeeting system tray icon on the bottom-right corner of your screen, select Schedule a Meeting... and log in by entering your account information and clicking the Log In button. Then, on the Schedule Meeting dialog box, enter your meeting information and click the Schedule button.

You will be notified that your meeting has been scheduled. If you are using Microsoft Outlook, a meeting reminder will be generated and give you the option of inviting attendees via an Outlook Calendar appointment.

On a Mac
To schedule a meeting in advance, click the GoToMeeting icon in the dock, select Schedule Meeting and log in by entering your account information and clicking the Log In button. Then, on the Schedule Meeting dialog box, enter your meeting information and click the Schedule button. You will be notified that your meeting has been scheduled.

How do I set up recurring meetings that I can use any time?

On a PC
To set up a recurring meeting, right-click the GoToMeeting system tray icon on the bottom-right corner of your screen, select Schedule a Meeting... and log in by entering your account information and clicking the Log In button. Then, on the Schedule Meeting dialog box, click the check box next to Recurring meeting. This will disable the scheduling settings, keeping the meeting open and available in My Meetings until you delete it. Click the Schedule button.

You will be notified that your meeting has been scheduled. If you are using Microsoft Outlook, a meeting reminder will be generated and give you the option of inviting attendees via an Outlook Calendar appointment.

On a Mac
To set up a recurring meeting, click the GoToMeeting icon in the dock, select Schedule Meeting and log in by entering your account information and clicking the Log In button. Then, on the Schedule Meeting dialog box, click the check box next to Recurring meeting. This will disable the scheduling settings, keeping the meeting open and available in My Meetings until you delete it. Click the Schedule button. You will be notified that your meeting has been scheduled.

How do I start a scheduled or recurring meeting?
On a PC
To start a previously scheduled meeting, right-click the GoToMeeting system tray icon, select My Meetings and log in by entering your account information and clicking the Log In button. Then, on the My Scheduled Meetings dialog box, select the meeting you wish to start and click Start.

On a Mac
To start a previously scheduled meeting, click the GoToMeeting icon in the dock, click the My Meetings button and log in by entering your account information and clicking the Log In button. Then, on the My Meetings – GoToMeeting dialog box, select the meeting you wish to start and click Start.
Can I use GoToMeeting with email or instant-messaging applications?
GoToMeeting integrates with Microsoft Outlook and other popular email and instant-messaging applications, so you can easily start or schedule meetings while using them.
How do I save chat sessions from my meetings?
Under the File menu select Save Chat Log... This opens the "Save Chat Log to a File" dialog that allows you to store it locally.
How do I share one application and nothing else?
On a PC
A presenter can share a single application by right-clicking the screen-sharing icon on the control panel grab tab and then selecting the application to share from the list of applications presented.

On a Mac
Since specific screen sharing is not yet available for Mac users, we recommend you close any application you do not want to share before initiating screen sharing.
What do I do if my attendees can't see my screen?

Screen sharing needs to be turned on after starting a meeting – GoToMeeting starts with it turned off to prevent early attendees from viewing your preparation.

To enable screen sharing, click Show My Screen in the organizer control panel.

If attendees still can't see your screen, please contact Global Customer Support.


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