A Complete Guide to Conducting Your First Online Meeting: Things to Discuss with Potential Members from Distant Locations or Overseas Before Meeting In Person

1. Why is "online before face-to-face" important?

Up until now, I've written about the entire process of finding band members, from writing recruitment ads to selecting applicants . In the previous article, I focused on in-person selection, specifically having applicants come to the studio and playing music together to assess them. However, that assumes that the candidates live in the same city and can easily meet at the studio on weekday evenings or weekends. In reality, many applicants don't fit that description.

We receive messages from faraway prefectures saying, "I contacted you after listening to your music." We also receive applications from people living overseas who are still hesitant in Japanese, saying, "I want to start a band in Japan." In such situations, it's honestly more difficult than it seems to be possible to suddenly say, "Okay, then please come to our next studio practice." Considering transportation costs, travel time, and their schedules for coming to Japan, deciding that the only option is to "confirm things in person" without ever speaking to them beforehand only narrows down the candidates from the start.

That's why I recommend formally incorporating a step of meeting online before an in-person meeting into your selection process. While video conferencing technology itself is by no means new, in face-to-face band activities, it has often been put off with the thought that "it's not worth the trouble of talking online." In reality, the opposite is true; talking online before meeting in person is the most practical way to respect each other's time and not exclude candidates from distant locations or overseas from consideration from the start. According to the Ministry of Internal Affairs and Communications' Information and Communications White Paper , nearly half of companies have already introduced teleworking or online meetings, and first interactions via screen are no longer anything special. There's no reason not to use it at the beginning of your band activities.

As mentioned in the section about foreigners and Japanese people forming bands , Membo is a multilingual service used by foreign users in Japan looking for bandmates. With more and more opportunities for recruitment and applications to connect regardless of nationality or place of residence, having the step of "meeting face-to-face online" before meeting in person is becoming essential for finding band members in the future.

2. Where does online participation fit in, from recruitment to in-person meetings?

Let's take a moment to clarify the connection to the previous articles. We've discussed how to solidify direction by deciding things before forming a band , how to attract people by writing recruitment ads , and how to evaluate candidates by discussing how to select from applicants . The online meeting discussed in this article is positioned as an intermediate step, between receiving applications and moving on to the first face-to-face meeting (studio practice or observation).

It's not necessary to conduct an online interview for every application. If you live in the same city and it's clear from their profile and self-introduction that you're a good fit, you can proceed directly to an in-person studio practice. Online interviews are particularly useful in three situations: ① when the candidate is far away or overseas and you want to confirm their presence before meeting in person; ② when the candidate speaks a language other than Japanese and you want to check how they communicate beforehand; and ③ when you have multiple applicants and want to narrow them down before meeting in person.

Regarding point ③ in particular, as I wrote in "Is it okay to apply to multiple bands at the same time?" , it's not uncommon for applicants to be considering multiple bands simultaneously. For both parties, confirming directions online before suddenly spending time together in person makes sense in terms of reducing the burden on both sides.

3. Five things to agree on at the beginning of an online meeting

Online meetups aren't about judging your playing skills. Rather, I see them as a chance to roughly confirm the foundation of whether you can work together—points that are likely to cause problems later if not checked before you even start playing—through a 30-minute to 1-hour conversation. Based on the examples I've seen and heard, I've summarized five topics that you should at least discuss.

As mentioned in the section on how to select applicants , there are always differences in musical taste that cannot be determined solely from the list of favorite genres written in the profile. Even if someone says, "I like Western rock music," the bands they have in mind are often completely different. Talking to them in person and hearing their voice gives you a much faster sense of whether you'll be a good match than just communicating through text. Use the favorite genres and instruments listed in your Membo profile as a starting point for conversation, and it's best to be prepared to confirm the finer nuances during the call.

The frequency of activities (point ②) is especially important for bands with working adults. As I wrote in the complete guide to balancing band activities and full-time jobs , whether you can meet on weekday evenings or only a few times a month on weekends is the biggest cause of differences in enthusiasm after joining. If you confirm each other's assumptions during the online stage, such as "we want to meet at least once a week" or "twice a month is just right," you can significantly reduce mismatches when you move on to meeting in person. In particular, the frequency that can be continued without difficulty will vary greatly depending on whether the other person is a student or a working adult, and whether they are also in other bands.

The cost considerations in point ③ are explained in detail in the section on money and rules to discuss first once a new member is decided . However, instead of discussing this for the first time after the decision to join is made, it's helpful to share even a general idea during the online stage, such as "studio fees will be split equally" and "each person will bring their own equipment," as this will make subsequent discussions smoother. If the candidate is coming from overseas, it's also helpful for everyone if you frankly discuss their thoughts on travel and accommodation expenses at an early stage.

Point ④ is especially important for candidates who live far away or overseas. Make sure to clarify from the start whether they live close enough to regularly visit the studio, or whether for the time being, communication will mainly consist of exchanging audio files and practicing online. The distance itself is not the problem, but the discrepancy in each other's expectations that will cause problems later on. The way things proceed will be completely different depending on whether there is a long-term hope of "eventually moving and meeting up" or whether they can accept the premise of "only being able to meet in person a few times a year for the time being".

Point ⑤, the direction you aim for, is often overlooked, but it might be the most important item. Do you just want to get together once a month to play music as a hobby, or do you want to seriously pursue activities with a view to performing in live music venues and releasing recordings? If you proceed to joining without aligning on this difference in enthusiasm, it will lead to awkwardness later on, with people saying, "This isn't what I expected." It will ultimately be for the best for both parties if you communicate honestly during the online stage.

If you're unsure what to write in your first message...

Instead of immediately suggesting an online call as soon as an application is received, it's more natural to first exchange some brief messages using Membo 's messaging function before moving on to an online meeting. In the first message, it's sufficient to include just three points: ① thanks for the application, ② a brief self-introduction, and ③ a request to talk online. Rather than making the applicant feel intimidated by a long message, a casual invitation like, "How about we chat online for just 30 minutes?" makes it easier for the applicant to respond.

4. What can be done assuming that the sound cannot be synchronized | Sharing audio sources and exchanging assigned songs

Naturally, online meetings don't allow for actual playing and coordinating sounds. Given the inherent latency of internet connections, it's best to assume that "sessions" where multiple people play instruments simultaneously are basically impossible online. However, just because you can't play together doesn't mean there aren't ways to assess each other's playing abilities and compatibility.

• Share existing performance videos and audio recordings : Applicants are asked to send in videos and audio recordings of their past performances beforehand. Even videos of practice sessions taken with a smartphone are perfectly acceptable.
• Each participant records and sends their performance of the same assigned piece : Choose one candidate piece, and each participant (or just the applicant) individually records their performance. They then listen to each other's performances during an online call by sharing their screens or sending the recordings in advance. This allows participants to check for differences in tempo and nuance.
• For bands that perform original songs rather than covers : Sharing simple chord progressions or melodic fragments, as introduced in "Let's Create Original Songs ," and asking for ideas on them can be an effective way to align musical styles.

These are all "provisional checks" before moving on to in-person studio practice. They won't feel the same as when you actually play together, but they are far more helpful preparation than going in without checking anything at all. It's a good idea to set aside time during the online meeting to listen to the audio and video files that you sent in advance while sharing your screens and share your thoughts.

When requesting audio or video recordings, it's helpful to see not only "perfectly played single-take recordings," but also footage of practice sessions and moments where the applicant stumbles. This helps to grasp a more accurate picture of their actual skill level. Perfectly edited videos intended for social media can sometimes create a gap between expectations and reality when meeting in person. Conversely, from the applicant's perspective, showing their unpretentious, everyday playing can ultimately help prevent mismatches. Membo 's messaging function allows for the smooth exchange of links to videos and audio files before and after online meetings.

5. How to proceed with someone who has a language barrier

If the other person is unfamiliar with Japanese, or if you yourself lack confidence in English or other languages, the hurdle of an online face-to-face meeting might seem higher. However, I believe that letting this timidity get the better of you and postponing contact is the biggest waste of opportunity. With a little ingenuity, you can overcome a significant portion of the language barrier.

First, Membo 's messaging screen has a function to toggle translation on and off. When turned on, messages written by the other person in their native language are automatically translated and displayed, so you don't have to force yourself to construct sentences in an unfamiliar language when scheduling online meetings or exchanging messages in advance. The accuracy of machine translation has improved greatly in recent years, but it is important to be aware that it is not perfect. Nuances may be lost, or musical terms may not be translated well, so it is recommended that you do not rely solely on the translated text for important conditions (such as activity frequency and cost estimates), but instead confirm them again in simple terms during the call.

The following techniques are effective when making an actual phone call:

• Speak slowly and in short sentences : Simply breaking down sentences into shorter ones and avoiding jargon and speaking too quickly can dramatically improve how you are understood.
• Use text as well : If you have trouble hearing certain words or proper nouns, type them in the chat box and show them to the listener. There is a lot of information, such as band names and song titles, that is easier to understand when seen in text than when heard.
• Using a translation app while sharing your screen : It's practical to keep a translation app on your smartphone handy and input the translation on the spot and share it with others when you get stuck.
• Don't pretend to understand : Creating an atmosphere from the start where both parties can honestly say "Could you please repeat that?" if they didn't hear something will reduce misunderstandings later on.

As I wrote in my post about foreigners and Japanese people forming a band , even if the language isn't perfectly aligned, the passion for music itself and the desire to work together can be fully conveyed through an online screen. Before ruling someone out as a candidate because of language differences, I recommend trying to talk to them at least once, using translation functions and other techniques.

Don't be confused by the difference between direct and indirect language.

Let's briefly touch upon cultural differences not only in the words themselves, but also in how they are communicated. In Japanese communication, it is often preferred to convey things indirectly rather than directly, but depending on the other person's native language and place of origin, they may have grown up in a culture where opinions are expressed more directly. Even if the other person frankly says, "That frequency of activity might be difficult for me," during an online meeting, it's not a rude statement, but rather they are simply being honest about the situation, and having the余裕 (yoyū - composure/tolerance) to see it this way will reduce misunderstandings. Conversely, when you are the one communicating, indirect expressions can lose their nuance when translated, so try to be as clear as possible when communicating conditions and requests.

6. Actual Procedures | Tools, Schedule Adjustment, Time Zone, Connection Confirmation

Here's a summary of the practical steps involved in actually setting up an online meeting.

Decide which tools to use

You don't need to create a new, special account; the free plan of a video conferencing app like Zoom , or the video call function of your usual messaging app, will suffice. The important thing isn't using a high-tech tool, but choosing one that the other person can easily use. Consider that the other person might only have a smartphone, so choose a method that makes app installation and accessing the invitation link as simple as possible.

Set a date

The smoothest approach is to offer two or three possible dates and let the other party choose. When communicating with candidates from overseas, be sure to check the time zone differences. Simply stating "from 8 PM" can lead to major misunderstandings depending on which region's 8 PM is being referred to. When communicating dates and times, it's best to get into the habit of specifying both times, such as "8 PM Japan time (around ○ AM local time)."

Connection check and backup

It's not uncommon for microphones or cameras to malfunction at the start of a call, resulting in the first 10 minutes being wasted due to connection problems. To avoid wasting limited time, it's a good idea to prepare by having both parties test their connection a little before the scheduled start time, and to decide on alternative methods (such as phone calls or voice chats) in case the call doesn't work properly.

Example of a 30-minute session

It's common to experience awkward silences during first online meetings because you don't know what to talk about. Keeping the following time allocation in mind can help you navigate the conversation smoothly.

Of course, you don't have to follow this exactly, but simply sharing a general outline beforehand will help you avoid wasting limited time and prevent you from forgetting anything. It's also a good idea to send a message in advance via Membo saying, "I'd like to discuss things in this order today."

7. Write honestly about things you can't find out online.

Up to this point, I've mainly written about the advantages of online face-to-face meetings, but I also need to be honest and say that you can't understand everything just from an online meeting.

• Actual perceived volume and sound pressure : The sound you hear through speakers or headphones on a screen is completely different from the feeling of being immersed in the sound of live instruments in a studio.
• Groove and sense of timing : The way the rhythms mesh together when playing together, the so-called "groove," is something you can only understand by actually playing together.
• Actual equipment : The actual condition of the instruments and amplifiers you own, as well as your sound preferences, cannot be fully grasped through on-screen descriptions alone.
• A glimpse into their personality : Compatibility can also be seen through casual conversations after practice or during the commute to the studio. It's difficult to fully grasp that in the limited time available online.

Therefore, it's correct to view online meetings not as a substitute for in-person meetings, but as preparation to do what can be done before an in-person meeting. Even if you have a good impression online, don't immediately decide to join; we strongly recommend that you have at least one in-person studio practice session before making a final decision.

8. Criteria for deciding whether to proceed to face-to-face meetings

After completing our online meeting, we've compiled a list of factors to help you decide whether or not to proceed to an in-person session (such as visiting the studio or participating in a trial lesson).

Not every item needs to match perfectly. The important thing is to check for any obvious deciding factors (such as fundamentally different directions or an unrealistic frequency of participation). If you feel even a slight possibility, feel free to move on to the next step: meeting in person. If you demand too much perfection at the online stage, you might miss out on a potential connection that could have worked out if you had met in person.

9. How to politely decline

Sometimes, after an online meeting, you might realize that you're not a good fit for the band. How you communicate this is something you should carefully consider.

First and foremost, be sure to express your gratitude for their application and for taking the time to speak with you. Beyond that, there's no need to list the reasons in too much detail. In addition to a simple phrase like, "It seems we weren't a good fit this time," if possible, briefly explain only the main reasons, such as "It seemed difficult in terms of activity frequency" or "Our goals were slightly different." This will be helpful for them when they are looking for their next opportunity.

Is it okay to apply to multiple bands at the same time? As I wrote before, applicants are often looking for a place to perform alongside other bands, so try to respond as quickly as possible. Delaying your response is the biggest waste of their time.

10. The process when moving on to face-to-face meetings

If your online meeting leads to a "I'd really like to meet you in person" moment, the next step is an in-person meeting. Refer to the guide on how to rent a practice space/studio to book a studio, and then, following the steps outlined in the first band practice guide , actually start playing music together.

For candidates from distant locations or overseas, it may take time before an in-person meeting can take place. During this time, continuing online conversations and exchanging audio recordings can help minimize any discrepancies in understanding when you finally meet in person. It's best not to rush to a conclusion, but rather to combine online and in-person communication effectively, developing the relationship at a pace that is comfortable for both parties.

11. Common pitfalls and successful patterns in online face-to-face meetings

We've looked at the steps involved in conducting an online face-to-face meeting, but after going through this process multiple times, certain patterns emerge regarding what works well and what tends to go wrong. Rather than sharing the experiences of specific individuals, I'll organize these as patterns that tend to occur in many cases.

Conversely, there are also commonalities in patterns that tend to be successful. First, in cases where audio or performance videos were sent before the call, the limited call time can be used as "time to exchange feedback," which tends to result in more substantial discussions. Next, in cases where two or three possible dates are suggested and the other party chooses, misunderstandings regarding scheduling seem to be less likely. And, when it seems that the direction is not aligned during the online interaction, the sooner the conclusion is communicated rather than being postponed, the less burden it seems to be for both parties. On the other hand, when communication is abruptly cut off after a seemingly positive response, it often ends on a sour note for both parties.

Rather than requiring any special techniques, the difference lies in how carefully you handled the "alignment of points ① to ⑤," "preparation assuming that sound synchronization is not possible," "strategies for overcoming language barriers," and "actual arrangements" described in this article, before and after the call. You don't need to aim for a perfect face-to-face meeting, but simply knowing in advance the situations where you are likely to stumble will make the process on the day much easier.

12. Summary | Don't exclude people on the other side of the screen from your list of candidates from the start.

This article has discussed the benefits and specific methods of incorporating online meetings between receiving an application and proceeding to in-person studio practice. It covers five key aspects: musicality, frequency of activity, cost-effectiveness, activity area, and desired direction. It also explains how to gauge enthusiasm through sharing audio files and exchanging assigned songs, even if it's not possible to play together, and how to overcome language barriers with translation tools and communication techniques. All of this is preparation to avoid missing out on a good connection simply because someone lives far away or overseas.

Instead of giving up before even meeting due to travel costs or time, try having a chat via video call first. That alone might lead to connections with people you wouldn't have even considered before. Use Membo to expand your possibilities for connecting with applicants from across Japan and even overseas, and make good use of the online step.

Membo 's recruitment listings feature bands of various formations, genres, and regions. If you're unsure how to conduct an online meeting, please refer to Membo's help page , user guide , and app usage page . The latest information from the management is available on the announcements page , and detailed background information about the articles is available on the author's page. 30 minutes across the screen might just be the start of a new band project with someone far away.