Running An Effective Virtual Meeting

Ok, let’s go a little further on the theme from our last email about the Virtual Classroom. We are going to take it out of the area of learning, and into the workplace with some tips for running an effective Virtual Meeting!

In today’s digital age, virtual meetings are a common tool for businesses and organizations. Technology has advanced a lot and the way we work has changed, so we need to collaborate remotely. But to run an effective virtual meeting, it’s important to follow a few procedures to get the best out of your meeting.

Getting Ready:

Preparation is important for any meeting to be successful. Have a clear plan with the topics to discuss, goals, and expected outcomes. Share that agenda with participants ahead of time to help everyone be ready and plan accordingly.

It’s also important to choose the right technology and make sure it’s set up properly. The chosen platform should be easy-to-use and have the features needed during the meeting, such as video calling, screen sharing, or chat functions. If anyone needs help using the platform, there should be access to training or technical support. 

Meeting members should be encouraged to test equipment, like cameras, microphones, and internet connections, to avoid technical issues during the meeting.

Staying Engaged:

Engaging people during virtual meetings can be difficult due to the lack of face-to-face interaction. To overcome this, the person leading the meeting should encourage everyone to participate actively.

Set the ground rules early. Rules like: muting microphones when not speaking; using video to feel more connected; and using the chat feature for questions and feedback. 

It’s important to make sure everyone gets a chance to speak and that different opinions are respected.Using visual aids and presentation materials is also helpful to keep people engaged. Sharing documents, slides, or visuals can make discussions clearer and help everyone stay focused. It’s a good idea to break up long presentations with interactive elements like polls or discussions to keep the meeting lively.

Following Up:

After the virtual meeting ends, it’s important to follow up to make sure things move forward effectively. Send a summary of the meeting’s key points and action items to all participants. This helps everyone remember what was discussed and what needs to be done. 

Assign tasks and deadlines to the people responsible for each action item to ensure accountability.

Getting feedback is also important for improvement. Encourage participants to share their thoughts on the meeting format, content, and overall experience. Use this feedback to make future virtual meetings even better. Learning from past meetings is an ongoing process that can lead to more successful and productive virtual gatherings.

Use the right tools, plan a clear agenda, and have a skilled facilitator. Certainly, virtual meetings can be as productive as in-person meetings. Continue to offer flexibility and inclusivity by encouraging people from different locations to participate. Follow these guidelines for efficient virtual collaboration and decision-making.

This information is from the Improving Communications Running Effective Meetings training class, which is a part of our Leadership & Management Training curriculum. Likewise, if you need to find a way to improve your overall communication skills, register for one of our upcoming public classes.

Photo by Swedish-Canadian Chamber of Commerce on Flickr