Digital Business Resources
Toolkit
Unforeseen circumstances have altered the way we work across the country. As we spend more time conducting business digitally, we come across new challenges and opportunities.
This toolkit, brought to you by the Auto Care Association Education Committee, provides ideas and resources on navigating the digital business environment.
Engaging Your Team
Navigating relationships over a computer screen is challenging. This Forbes article by contributor Ashira Prossack has tips for building rapport virtually and creating a strong sense of a connection with your employees.
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Wondering what new hires might be thinking when starting a new job remotely? This article from SHRM shares “6 Things About Virtual Onboarding That Worry New Hires” and some ways you can help ally their fear
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Holding your team meeting digitally can have some advantages. This article from Harvard Business Review talks about “3 Things Virtual Meetings Offer That In-Person Ones Don’t.”
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Virtual Meetings: Best Practices Across the Supply Chain
Created in partnership with the Manufacturers’ Representative Council, below are some tips and tricks for effective virtual meetings from across the supply chain.
Before the meeting
Plan, plan and plan some more!
Schedules are crazy, so planning time for the meeting in advance is key.
Top Tip: Even through calendar software can be used to set reminders, for best results send a personal reminder the
day before the scheduled meeting.
Communicate detailed topics to be discussed ahead of time so attendees ensure they are prepared and have the relevant teams on the call, as needed. This can help prevent the need to schedule a follow up call. It will also help ensure the meeting agenda is pertinent and the information will add value or share essential details with those participating.
Advance copies of literature that may be referenced or used during the meetings.
Setting up the meeting
Choose the right medium
Web-based calls are preferred when having detailed conversations or when speaking with larger groups. This also allows any presentations or resources to be shared quickly and easily.
For one-on-one calls, check in with your meeting counterpart for their preferred method of communication.
Consider if a virtual background is appropriate. For informal meetings, a virtual background may not be necessary. Company logos and marketing material are acceptable but care should be taken when considering the use of non-business related backgrounds that can reflect negatively on those using them. Also consider appropriate attire for the meeting type.
During the meeting
Be mindful of the meeting platform and flow
Sign into virtual meetings a few minutes before the scheduled start time. It’s a new take on the old adage – “if you’re not three minutes early, you’re late…”
Introductions help to facilitate the meeting conversation. When speaking to large groups, brief introductions; name and responsibility or relevance to the call and or project are helpful.
Having someone watch the clock can help ensure the meeting runs smoothly. Being cognizant of the meeting timeframe is important to meeting attendees, including ending on time.
For lager meetings it can be helpful to set webcams to a presenter-only view, limiting all the 1X1 webcam windows of the attendees. It can also be helpful to mute all participants and utilize features such as the hand raise option or chat for comments and questions.
BONUS TIP: What is possibly the single most important thing you can do to have a successful experience? Take command of virtual meeting opportunities whenever you can – don’t wait for someone else to do it. This single rule will help you add value to your personal offering during a time of change and uncertainty, and it will set you apart from your peers and competitors.
Online Meeting EtiquetteAs we spend more time online and less time in the conference room, you might be wondering how to best engage in virtual business meetings. This article from the website Small Business Trends rounds up top tips for online meeting etiquette.
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Virtual PresentationsGiving a big presentation digitally? Read the article below from Inc. 500 entrepreneur Kevin Daum for “10 Tips for Giving Great Online Presentations.”
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Negotiation OnlineIf you, like many, prefer in-person negotiations, you might be less enthusiastic about the recent pivot to digital. Use these “5 Practical Ways to Ace a Virtual Negotiation,” on Inc.com from Leigh Thompson, professor at the Kellogg School of Management, to improve your odds in these new circumstances.
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Hosting Webinars & Meetings
Consider the best time for your webinar.
Not all webinars times are created equal. ON24 2020 Webinar Benchmarks Report suggests the best days to conduct webinars are mid-week. The report also suggests 11 a.m. Pacific (2 p.m. Eastern) is the best time to hold a webinar, noting in general an hour before or after your region’s lunch hour usually works best. Also, don’t forget to check availability of any presenters or webinar support staff before scheduling your webinar!
Be creative when developing content.
Webinars offer a chance to deliver your content in interesting and engaging ways. Think about how you can convey your message through different formats such as fireside-style chats, panel discussions, mater class-style sessions and case studies. Other ways to engage attendees include polls, question upvoting and interactive activities using chat functionality or breakout rooms.
Communicate your webinar’s value to potential attendees.
You worked hard to develop your webinar. It’s important to effectively communicate the value to potential attendees. Finding the right title for your webinar can help. This article on GoToWebinar’s blog shares “6 Proven Title Formulas That Boost Webinar Registrations”
Enlist help.
Webinars are easier with teamwork. Enlist a co-organizer to help administer the webinar, including responding to attendee technical questions, monitoring chat boxes, and administering polls. Additionally, the co-organizer serves as a technical back-up and will help ensure the webinar continues in the event you experience a disruption in internet service or computer failure. Make sure your co-organizer has access to any slides or relevant materials in case they have to take over!
Don’t forget to practice!
Rehearsals help ensure webinars run smoothly. Schedule a time for a run-through prior to the live event and test audio, screen sharing, webcams and any other features you will be using. Review the run of show, including intros, outros and Q&A. The rehearsal is also a good time to review your back-up plan in case of technical difficulties during the live event.
Use a headset for audio. Headsets typically offer good sound quality and limit background noise. It can be helpful to use a headset or suggest your presenters use headsets for the webinar.
Use two monitors, if possible. Dual monitors make it easier to run your presentation while also utilizing any webinar platform control panels. If possible, engage two monitors when managing your webinar live.
Close other programs and turn off notifications. Closing non-webinar related programs and turning off notifications will prevent your email or other notifications from interrupting your presentation.
Review and organize your computer desktop. While many platforms allow you to share a specific program or application, there is always a chance your desktop could become visible to attendees!
Check your internet connection. It’s important to check your internet connection when live streaming a webinar. A wired connection is recommended, however if utilizing Wi-Fi, ensure your connection is 100% and be as close to your router as possible. This article from Wired, has additional suggestions for increasing your internet speed.
Virtual Meeting ResourcesPlanning on hosting a virtual meeting, but don’t know where to start? This article on Event MB’s website shares 99 tools and resources for virtual meetings.
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Virtual Breakout SessionsIf you’re hosting small group sessions at your next online event, this BizBash article, consults experts around the county on the do’s and don’ts of virtual breakout sessions.
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Additional Resources
Coronavirus and the aftermarket – business resources
Organizations with resources on working virtually
Tools & Resources
- “Working Remotely? Try These 35 Tools for Better Communication, Collaboration & Organization” (Hubspot Blog, updated July 2020)
- “New to Working Remotely? These Resources Can Help” (LinkedIn Learning Blog, March 16, 2020)
More Tips & Tricks
- “Yes, Virtual Presenting Is Weird” (Harvard Business Review, November 4, 2020)