While the features of virtual conferencing platforms do allow for interaction, it is not the same as face-to-face networking. So how can you make the most of these conferences for knowledge exchange?

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Do virtual conferences mean lost opportunities of networking?

The ways and means of socialising and networking have changed since the onset of the pandemic. Small and big conferences that once gave you a platform for interacting with experts and specialists from other parts of the world have now gone virtual. This means you can’t have the same experience of face-to-face interaction and knowledge sharing. However, we don’t see virtual networking any less effective than connecting with someone in person.

Most virtual conferencing platforms have some common features that enable real-time interaction in the form of the comments section and discussion forums. The use of social media also helps you make your presence felt. However, there are some things you must do proactively before you take the steps towards networking virtually. To make it easier for you, we have created a list of steps to follow to use your opportunities of networking, wisely and effectively:

1. Update your profile

Like you, others would also be interested in networking and would want to know a little about you. So it is necessary to have an updated profile on your LinkedIn page or other websites where your name may be listed. While it is a networking best practice to use a site like LinkedIn and avoid connecting on regular social media platforms, there may be attendees who may add you there. So keep your profile page up-to-date there as well.

Include your specialty, any recent achievements or work that you may have done, and your current employer or location of practice in the updated profile. This set of information can not only make your profile interesting enough for the other attendees but also may address their objective to network. The objective to network could be learning something from you or even collaborating for a webinar or a workshop. You can add anything else that you may feel is relevant to the conference.

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2. Announce your intent to attend the conference on social media

A post on your social media page or LinkedIn page announcing your intent to attend the conference is a good way to let others in your circle know about it. This could be a starting point of relevant conversations before the event. Also, use hashtags for the event; they put you in the same virtual universe of people discussing the conference.

You can also ‘confirm’ your attendance on the event page created by the host of the conference. This may help you connect with mutual friends or colleagues of colleagues in your own circle. This little step also creates curiosity about you among other attendees and they may check your profile and connect with you prior to the conference. Ensure you make the most of these connections to hold discussions, raise pertinent questions, and learn and share insights about the topic.

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3. Ensure timely registration

Ensure you have filled in all details while registering for the conference. The data you share here could be used as your profile on the host’s social media page or alongside the attendees’ information. This could prove useful to others wanting to network and even for you if the information is used for future events or by guest speakers looking for collaborators.

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4. Follow best practices for video calls/conferences

Before you reach out to anyone, ensure you know how to use the networking app or platform and its features. If you don’t know of a tool that the other person is using, you may end up wasting the time window you get with someone. Also check your mic, earphone, and camera set-ups. The mic volume should be at a level that is well-tolerated by your own ears through the earphones. We highly recommend investing in good noise-cancelling earphones that filter out the external sounds.

Your camera angles should make you visible till about the chest level. However, make sure you are dressed fully and modestly throughout the conference or a video call. Set the camera in a way that you have enough space for natural torso and hand movements but ensure it does not cover undesirable spots in the room.

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5. Identify your networking objective

Have a clear idea as to what you want to achieve by networking with someone. It could be getting an insight into a subject or knowing someone’s opinion. Your purpose would determine the kind of people you need to reach out to and the time you need with them.

Once you know the purpose, draft questions that can get you the answers you need. If necessary, keep shareable data ready which can form the basis of your question. If you would be the one answering questions posed by someone, keep your information up-to-date and answers concise.

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6. Use spaces supporting real-time conversations

All platforms supporting virtual conferencing have a comments section for real-time interaction with the moderator and other attendees. You can post your questions in the section, which could be answered by the speaker. You can also share your inputs if someone has posted a question (relevant to the on-going conference).

Check if there is a discussion board for users hosted by the administrator. Feel free to share your opinion with someone who has asked for it. Posting additional but relevant information is alright, however, do not post anything that is a repetition or simply to garner attention – this can create a bad impression. Often the conference administrators ask the attendees to post their reviews on social media; use this opportunity to post early but honest reviews. Use names to pass on compliments about anything that you may have admired or appreciated.

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7. Practice acknowledgements, initiatives and follow-ups

Some conferences provide pre-event buffer rooms, which you can use for browsing through the attendees list, their profiles, and then building connections. You can keep a scanned copy of your visiting card to share or have the URL of your LinkedIn page pasted below your name, which may appear on your window; this will enable people to connect with you even after the conference.

If someone has contacted you for your opinion or a chat on a topic, shoot out a timely acknowledgement mail or message and fix a time for the talk. If you have initiated a conversation on the discussion forum and intend to take it further at another time, make sure all the people involved receive the invitation for a separate virtual conference. Use your phone calendars to send out invites. There may be ‘friend requests’ or ‘follows’ on your social media, take the initiative of checking your accounts regularly in the week after the event to ‘accept’ them and let them into your connections. Feel free to follow-up with anyone who has not replied to your queries.

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Every chance to connect with people could be an investment for future collaborative opportunities, so do not dismiss anyone. Be straightforward and polite with all contacts you can reach out to at such events.

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This article was originally published on 15 January 2021.