Master virtual meetings: schedule, set agendas, manage tech, engage remotely, and follow-up for better outcomes.
The pandemic has led to a dramatic rise in remote work and virtual meetings. As more companies embrace flexible and hybrid work models, virtual meetings are likely here to stay. While in-person meetings have their benefits, virtual meetings offer advantages like saving time and money on travel while still connecting colleagues across locations.
However, virtual meetings also come with unique challenges compared to in-person ones. It can be harder to keep participants engaged and focused without being in the same room. Technical issues can disrupt the discussion. With participants not physically together, it may be difficult to have the same collaborative feel.
This article provides tips to help you have productive, successful virtual meetings. By choosing the right technology, planning thoroughly, and engaging all participants, you can get the most out of your virtual meetings. Follow these best practices to connect with remote colleagues and collaborate effectively, whether everyone is working from home or just dialing in from different offices. With a bit of effort and intention, your virtual meetings can feel almost as seamless as in-person ones.
When planning a virtual meeting, one of the most important decisions is choosing the right online meeting platform. With many options available like Zoom, Microsoft Teams, Webex, GoToMeeting and more, it's important to evaluate your specific needs and compare features across platforms.
Some key factors to consider when selecting a platform:
Thoroughly test top contenders with your actual team before committing. The right platform can make virtual meetings significantly more effective.
Sending a clear agenda with objectives, expectations, and any pre-reads is critical for an effective virtual meeting. The agenda helps set the tone and ensures all participants come prepared.
Some best practices for setting expectations through your agenda:
9:00-9:15 - Introductions
Objective: Get aligned on goals for today's meeting.
9:15-9:45 - Q2 Sales Presentation
Objective: Review Q2 sales results and priorities for Q3.
9:45-10:00 - New Product Demo
Objective: Demo new product features and get feedback.
Setting clear expectations through a detailed agenda gets everyone on the same page. Participants can come prepared and fully engaged, leading to a productive virtual meeting.
To avoid technical issues, it's important to test the virtual meeting platform and equipment ahead of time. Here are some tips:
Proactively testing all the technology prior to the meeting will ensure a smooth, productive virtual meeting experience for all participants.
Respecting people's time is crucial for successful virtual meetings. Start the meeting at the scheduled time, not 10 minutes late. Some attendees may have back-to-back meetings and can't afford delays.
Follow the agenda during the meeting. The agenda keeps the discussion focused and on track to cover all necessary topics. If certain topics run longer than expected, politely move the conversation along or adjust the agenda timing as needed.
Ask attendees at the start if they have any time constraints that day. If an attendee must leave at a certain time, plan the agenda accordingly to ensure their required topics are covered.
End the meeting on time as scheduled. Avoid going over time unless all attendees can stay. Always check at the scheduled end time and ask if people can spare a few more minutes. Never assume everyone can stay late.
Sticking to the timeframe and agenda shows attendees you value their time. It also keeps the meeting productive and focused. Follow up with any unfinished business after the meeting.
Getting participation and engagement in a virtual meeting can be challenging, especially with quiet or shy participants. Here are some techniques to help encourage involvement from everyone:
The key is using various techniques to activate the quieter members of your team. With some effort, you can get broader participation and more vibrant discussion.
As the meeting host, it's your responsibility to keep the discussion focused and on track. If certain participants try to derail the conversation or get into tangents, politely redirect them back to the main topic. You can say something like "That's an interesting point, but let's table it for now and return to the agenda."
When you get to the Q&A portion, moderate it effectively by calling on people who have raised their hands and making sure every question gets answered. If needed, ask the person who posed the question if their inquiry was sufficiently addressed.
Finally, be sure to properly wrap up each agenda item before moving on to the next one. Provide a quick summary of what was discussed and any action items or decisions that were made. You can say something like "Okay, to recap on this topic, we've decided to proceed with Option A. Bob will take the lead on implementation and report back next week. Any other final thoughts before we move on?"
Doing these things will help keep your virtual meeting on track, productive, and focused.
When in a virtual meeting, it's important to be fully present and engaged. Avoid multitasking or getting distracted by emails, chat messages, or other work. Give the meeting your full attention just as you would an in-person meeting.
Follow standard meeting etiquette - mute yourself when not speaking, wait for cues to speak, avoid interrupting others, and be patient during any technical difficulties. Make eye contact with the camera when speaking so it feels like you're making eye contact with other participants.
Also take care with your appearance on video. Dress professionally as you would for an in-office meeting. Have proper lighting so you are visible, and sit in front of an appropriate background. Your presentation and engagement in the virtual space can help make the meeting feel productive.
After the virtual meeting concludes, follow up with participants to continue the conversation. Here are some best practices for post-meeting follow up:
Following up with participants keeps everyone aligned, focused, and accountable. It also fosters an inclusive environment where people feel their voices are heard. Invest time in post-meeting items to get the most value out of your virtual collaboration.
After each virtual meeting, take some time to reflect on what went well and what could be improved. Gather feedback from meeting participants - ask them what they liked about the meeting and if they have any suggestions. Look for ways to streamline and enhance the experience for everyone.
Some areas to focus on improving include:
By continually refining the virtual meeting process based on feedback, you can create an experience that is efficient, engaging, and valuable for everyone involved. The key is being proactive about identifying areas for improvement. With each meeting, strive to get a little bit better.
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