How to Organize a General Meeting via Video Conference: A Complete Guide

Since the COVID-19 crisis, our habits have changed, especially in the professional environment. More and more events are being conducted via video conference, becoming a regular part of many people’s lives. This is also true for general meetings! Indeed, today it is entirely possible to organize a general meeting through video. Want to know more? Here’s everything you need to know about organizing a general meeting via video conference and its benefits.

Key Steps to Follow for Organizing a General Meeting via Video Conference

No matter the nature of your organization (business, homeowners’ association, or board of directors), you can easily organize your general meeting remotely. Here are some key steps to help you successfully organize your meeting online.

Good to Know: It’s also possible to organize a hybrid general meeting—partly in-person and partly remote for voting by mail.

Choosing the Right Tools

When organizing a general meeting via video conference, selecting the right online tools is essential.

First, ensure you have the necessary equipment for the meeting:

• A webcam so all participants can see each other.

• A high-quality microphone to ensure everyone can hear clearly.

• A good pair of headphones to facilitate smooth communication.

• A reliable internet connection.

In addition to the hardware, the software choice is also crucial. The platform should offer a wide range of functionalities and options to meet your requirements. It must also be secure and comply with data protection laws to ensure the safety of your participants.

Here are some key questions to help guide your decision:

• How many participants will be attending the meeting?

• What is the platform’s security level?

• Is the tool user-friendly and efficient?

Send a Guide to Participants

When sending invitations to the general meeting, we highly recommend providing your participants with a video conference guide.

Especially for first-time users, it is important to ensure your colleagues are comfortable with the format and understand how the platform works. This guide should include:

• A tutorial for using the platform.

• Connection information to access the meeting.

• A detailed explanation of the online voting process.

We also recommend designating a “reference person” who can answer questions if needed. Their contact details can be added at the end of the guide.

Engage Participants During the Video Conference

On the day of the meeting, it’s essential to keep the attention of your participants and allow them to interact as much as possible. Focus on fostering communication, participation, and interaction with your colleagues.

Utilize features of the platform, such as the chat function, to facilitate engagement.

Using Electronic Voting for a Reliable General Meeting

Voting is a critical moment in a general meeting. That’s why Voteer supports you in setting up your online voting during a video conference general meeting!

A Simple, Reliable, and Secure Remote Vote

By choosing Voteer to organize the voting process for your general meeting via video conference, you’re opting for a simple, reliable, and secure remote vote.

Voteer strictly adheres to the most rigorous legal standards for online voting. For each type of ballot, the platform guarantees:

• Security of online voting: Voteer uses cutting-edge technology to ensure each vote is confidential and protected from fraud or interference.

• Integrity of the voting tool: The platform is designed to be foolproof, offering unmatched robustness and reliability to prevent any manipulation or alteration of votes.

• Transparency of results: Voting results are accessible and verifiable, ensuring that all participants can confirm the accuracy and honesty of the process.

• Auditability of the voting process: Each step of the vote is traceable and verifiable, ensuring that the process can be examined and validated by independent auditors.

With Voteer, you and your participants can have complete confidence in the voting process. The platform ensures a secure, transparent, and reliable voting experience, allowing you to focus on the essential decisions made during your general meeting.

Tailored Voting Tools

Using Voteer for your vote ensures a customized experience for your general meeting.

Our specialists will guide you in selecting the perfect options and features to ensure smooth proceedings. With our 100% customizable system, you can adapt your vote:

• To the number of participants in your ballot.

• To different voting options.

• To the duration of the vote.

Frequently Asked Questions

Still have questions about organizing a general meeting via video conference? Here’s our Q&A section to provide the answers you’re looking for!

‍