Google Plus Hangouts, now integrated into Google Meet, has evolved significantly over the years. While Google Hangouts was originally designed for casual communication, it grew into a platform that could also be used for professional meetings, webinars, and collaboration. Now, with Google Meet being the primary tool, the principles of using it for virtual meetings and webinars remain largely the same.
In this guide, I’ll explain how to set up, run, and optimize Google Plus Hangouts (or Google Meet) for your virtual meetings and webinars.
1. Setting Up Google Plus Hangouts for Virtual Meetings
The process of setting up Google Hangouts or Meet for a virtual meeting is straightforward. Here’s how you can do it:
a) Sign in to Your Google Account
To use Google Hangouts or Google Meet, you first need to sign in to your Google account. If you don’t have one, it’s easy to create a free account.
b) Accessing Google Meet (or Hangouts)
While Google Hangouts is still available for casual use, Google Meet has become the go-to platform for professional meetings. You can access it in a few ways:
- Directly from Gmail: When you’re logged into Gmail, you’ll see a “Meet” section on the left-hand sidebar. From there, you can either start a new meeting or join one.
- From Google Calendar: Google Meet integrates seamlessly with Google Calendar. When scheduling a meeting, you’ll see an option to add a Google Meet link to the invitation. This makes it easy to invite others by simply sharing the calendar invite.
- Via the Google Meet website: You can go directly to meet.google.com and start a new meeting or enter a meeting code to join an existing one.
c) Creating a Virtual Meeting
Once you’ve accessed Google Meet, creating a meeting is simple. Click on “New Meeting,” and you’ll be given a meeting link. Share this link with participants, and they’ll be able to join from any device—whether it’s a laptop, tablet, or smartphone.
d) Inviting Participants
There are a few ways to invite participants:
- Share the meeting link: Copy and paste the meeting link into an email, chat, or any messaging service.
- Send a Calendar invite: When you create the meeting in Google Calendar, you can invite participants by entering their email addresses. They’ll receive an email invitation with a clickable link to join.
2. Running the Virtual Meeting
Now that your meeting is set up, it’s time to run it efficiently. Here are some tips for running a successful virtual meeting:
a) Join the Meeting Early
As the meeting host, it’s best to join the meeting a few minutes early to ensure everything is working properly. This allows you to address any technical issues before other participants arrive.
b) Manage Audio and Video
Google Meet allows you to manage your audio and video settings easily. Here’s how:
- Mute your microphone when not speaking: This helps reduce background noise and ensures the meeting runs smoothly.
- Encourage participants to mute their microphones: To avoid distractions, you can encourage participants to mute themselves unless they’re speaking.
- Enable video: If the meeting requires face-to-face interaction, encourage participants to enable their video. It helps make the meeting more personal and engaging.
c) Use the Chat Function
Google Meet includes a chat feature that allows participants to send messages during the meeting. This is especially useful for sharing links, files, or asking questions without interrupting the speaker.
d) Presenting Your Screen
If you need to present during the meeting, Google Meet makes it easy. You can share your entire screen or just a specific window or tab. To do this:
- Click on “Present now” at the bottom of the screen.
- Choose whether you want to share your entire screen, a window, or a tab. This is ideal for showing slides, documents, or other visuals during a meeting.
e) Recording the Meeting
Google Meet allows you to record your meetings, which is great for those who couldn’t attend live or for reviewing the meeting later. To record, simply click on the three vertical dots in the bottom right corner and select “Record meeting.” The recording will automatically be saved to your Google Drive.
3. Hosting Webinars on Google Meet
Google Meet can also be used for webinars, with a few additional considerations:
a) Plan Ahead
When hosting a webinar, it’s essential to plan ahead. This includes deciding on the format, preparing any presentations, and ensuring you have all the necessary materials ready. Since webinars often involve more participants than a typical meeting, organization is key.
b) Use Registration Forms
For a professional webinar, you may want to collect information from attendees before the event. You can do this by creating a registration form using Google Forms. Once people register, you can send them the Google Meet link.
c) Control Participant Interaction
During webinars, it’s important to control how participants interact with you and each other. Google Meet allows you to mute participants or even prevent them from sharing their screen. This is useful in keeping the webinar on track and ensuring that only designated speakers are heard.
d) Encourage Questions via Chat
During webinars, you may want to use the chat function to take questions from attendees. This allows for a more interactive experience without interrupting the flow of the presentation. You can designate a Q&A period during the webinar where you address the questions that have been asked in the chat.
e) Consider Using Breakout Rooms
If your webinar involves group activities or discussions, you can use breakout rooms to split participants into smaller groups. Google Meet allows you to create breakout rooms, where participants can have more focused discussions before returning to the main session.
f) Follow Up After the Webinar
After the webinar ends, it’s a good practice to follow up with attendees. You can send a recording of the webinar (if you’ve recorded it), along with any additional resources, slides, or documents that were shared. This helps reinforce the information and provides lasting value for attendees.
4. Best Practices for Using Google Plus Hangouts/Meet for Virtual Meetings and Webinars
a) Test Technology in Advance
Before your meeting or webinar, it’s important to test your technology. Make sure your microphone, camera, and internet connection are all working properly. If possible, do a dry run to ensure everything goes smoothly.
b) Create an Agenda
For both meetings and webinars, creating an agenda is essential. This keeps the meeting focused and ensures that you cover all the necessary topics. Share the agenda with participants before the meeting so they know what to expect.
c) Engage Participants
In virtual meetings, it’s easy for participants to get distracted. To keep engagement high, make the meeting as interactive as possible. Ask questions, encourage discussion, and use visuals like slides or screen sharing to keep participants engaged.
d) Use Google Meet Features Effectively
Google Meet offers several features designed to improve the virtual meeting experience. Use features like breakout rooms, polls (if integrated), and chat to make your meetings or webinars more dynamic and interactive.
5. Conclusion
Google Plus Hangouts, now Google Meet, offers a powerful and user-friendly platform for hosting virtual meetings and webinars. With seamless integration into Google’s ecosystem, it’s easy to schedule meetings, invite participants, and collaborate in real-time. By leveraging the features of Google Meet, such as screen sharing, chat, and breakout rooms, you can ensure your virtual meetings and webinars are productive, engaging, and professional. Whether you’re hosting a small team meeting or a large webinar, Google Meet has the tools you need to succeed in a virtual environment.