6 practical tips to optimize online meetings with Zoho Meeting

1. Connect with Zoho CRM

Zoho Meeting and Zoho CRM are both flagship products from Zoho. Customers who use Zoho software often prefer this “combo” to maximize the power of the Zoho ecosystem.

Before starting a meeting, you can connect Zoho Meeting with Zoho CRM to schedule online meetings directly from Zoho CRM, saving time. Additionally, you can quickly send invitations, connect with customers, or create instant meeting links within a single platform.

Zoho CRM also sends automatic reminders before the meeting begins, ensuring that the phrase “forgot the meeting” never appears in your vocabulary!

2. Use Google Chrome and a laptop

According to Zoho Meeting developers, the platform works best on Google Chrome. Therefore, you should use Chrome instead of other browsers (such as Firefox, Safari, or Opera) to ensure the best experience for online meetings or webinars.

Moreover, the experience on a computer or laptop is optimized compared to mobile devices. While joining a meeting on a phone is convenient, many features may not run as smoothly as on a laptop.

The combination of Zoho Meeting and Google Chrome ensures a seamless experience, reducing performance issues, connection problems, and unexpected errors.

3. Take advantage of the whiteboard feature

If you feel that using just your microphone and screen sharing isn’t enough during a meeting, don’t forget that Zoho Meeting has a Whiteboard feature.

This feature allows users to illustrate ideas, draw diagrams, or annotate directly on the screen at any time. Imagine a whiteboard appearing in the middle of your meeting, helping you present your ideas more effectively.

Additionally, participants can collaborate by adding their inputs directly on the Whiteboard, increasing interaction and creativity within the group. This is a real game-changer for those who want to communicate ideas clearly and effectively!

4. Enable the virtual assistant Zia

If you need a productivity boost for Zoho Meeting, Zia is the perfect solution. Developed by Zoho and powered by OpenAI, Zia is an intelligent virtual assistant integrated across the Zoho ecosystem.

Zia helps you by automating tasks like scheduling meetings, sending invitations, analyzing discussions, and summarizing meeting content efficiently.

With Zia, you can generate key points from meeting recordings with just one click, saving time and boosting productivity. It can also handle common queries and provide information on demand, reducing the workload for meeting organizers.

Unfortunately, Zia does not yet support Vietnamese, but if it did, it would be a fantastic assistant for Vietnamese users!

5. Manage meeting time effectively

As the host, you should pay attention to time management when leading a meeting. No one wants to sit through a boring and time-wasting meeting, especially when there are many other tasks to complete during the day.

Zoho Meeting offers a useful time limit feature that allows the host to control the meeting duration easily. For example, if you set a 10-minute speaking limit for participants, their microphones will automatically turn off after the time is up. This helps streamline discussions and keep the meeting on track.

Additionally, note that Zoho Meeting’s free version limits meetings to 60 minutes. Managing time effectively ensures a productive and engaging meeting where everyone has a chance to speak.

6. Prepare before the meeting

Like any online meeting platform, you should make the following preparations when using Zoho Meeting:

• Check your internet connection: A stable network is essential. The minimum required speed is 2 Mbps for audio-only meetings and 5 Mbps or higher for audio + video meetings.
• Test microphone and camera access: Avoid awkward situations like talking passionately while no one can hear you.
• Check your audio setup: Zoho Meeting developers recommend using external headphones instead of built-in microphones and speakers for better sound quality.

During the meeting, you should enable "Mute all" to eliminate background noise and maintain order at the start. You can also use voice announcements or chat messages to keep participants informed.

These tips will enhance meeting quality and improve professionalism in management. Hopefully, this guide will help you master Zoho Meeting effectively!