If you have to host web-based meetings with an international audience, you are well aware of the challenges this medium presents. While it allows people from around the world to instantly connect and share information, communicating virtually creates a disconnect that is difficult to overcome.

You may have tried using this technology, but feel as though it isn’t very effective. Keeping everyone engaged and on the same page, especially for an extended period of time, can prove challenging even for the most seasoned presenter.

To conduct a successful web-based meeting, you must adjust your communication style. Acting as though you are in a face-to-face meeting does not work! The following guidelines will help ensure your audience is on board, paying attention and getting the most of your web-based communication.

1. Set guidelines for focused participation. At the beginning of your communication, tell the audience how the meeting will go and what you expect from them. It may seem like common sense, but ask them to close their e-mail and close any applications that won’t be needed during the call so they won’t be tempted to work on other things. Explain that you will frequently ask for clarification, feedback and use polls to keep them involved in the meeting.

2. Timing is everything. Because of the physical disconnect, paying attention for extended periods of time becomes very challenging. Therefore, I recommend your meetings last between 30-45 minutes. You are better off conducting three 30 minute meetings than one 90 minute meeting. This means you’ll need to change the way you communicate. The best way to increase comprehension is to chunk your information into short segments. If you are communicating with individuals from different countries, be sure to consider time zones as well.

3. Adjust your delivery style. Since you may be dealing with language barriers, you will want to insert more pausing to help with comprehension. When you advance each slide, I want you to pause for 2-3 seconds, giving everyone time to glance at the slide. Pause at the end of a key point or sentence. Pause when you have explained something challenging, and then ask if anyone wants you to repeat what you just said. Tell them to use the emoticon buttons or to check yes or no to tell you to repeat. Make it a habit to ask if things need to be repeated.  Tell your audience that other participants cannot see what buttons they are clicking. 

4. Review. Review. Review.  At the end of each topic and at the end of the whole meeting, review what needs to happen next. Be specific in your requests.  Call out people by name, outline what they need to do and give deadlines. Everyone is overwhelmed with work and if there is no deadline assigned, chances are it won’t get done. If possible open the lines and have people state what they believe they need to do next. Verbally declaring their responsibility will determine if they were listening.