Productive in-person gatherings take skill. But video calls can feel disconnected and clumsy in comparison.
Without visual cues or energy in the room, it’s tough to manage conversations, align interests, and inspire attendees through a screen.
Yet seamless remote collaboration unlocks flexibility and convenience needed in today’s landscape.
This guide shares actionable tips to improve meeting effectiveness, encourage participation, streamline collaboration, and advance your team's objectives – no matter where everyone is located.Follow these virtual meeting best practices to rally even disconnected groups around a common purpose.
How to Make the Most Out of Your Virtual Meetings
Virtual meetings have become the norm for many teams and organizations.
With more employees working remotely than ever before, it’s essential to learn how to run effective virtual meetings that drive productivity and engagement.
Follow these best practices to get the most out of your online meetings.
Set Clear Objectives and Agendas
Having a clear purpose and objectives is key for any successful meeting, whether in-person or virtual.
Before scheduling a meeting, think about what needs to be accomplished and make sure a meeting is actually necessary.
If so, create a detailed agenda outlining:
- Meeting goals
- Key discussion topics
- Action items and next steps
Share the agenda ahead of time so attendees can prepare. Allot time for each item to keep the discussion on track.
Choose the Right Virtual Meeting Platform
With so many web conferencing tools available, take time to evaluate and select the right virtual meeting platform for your needs. Key features to consider include:
- Reliability – Look for a platform that offers robust connectivity and quality video/audio without freezing, pixelation or echoing.
- Simplicity – The interface should be intuitive and easy to navigate, especially for those less tech-savvy.
- Engagement Tools – Collaboration features like screen sharing, polls, chat and digital whiteboards drive active participation.
- Cross-Device Functionality – Ensure attendees can join seamlessly from any laptop, phone or tablet.
Platforms like Zoom, WebEx, GoToMeeting and Microsoft Teams are popular options to explore.
Set Up Your Technology in Advance
Nothing derails an online meeting faster than technical difficulties.
Do a test run before each virtual session to check your internet connection, video/audio settings and screen sharing capabilities.
Update software, use a wired ethernet connection, mute notifications and close unnecessary programs.
Position your webcam at eye level and adjust the light so your face is clearly visible. Use a quality headset with a microphone to maximize audio quality and limit background noise.Having the right hardware/software in place ahead of time prevents delays and ensures everything runs smoothly.
Join 5-10 Minutes Early
Sign into the virtual platform before the published start time so you can welcome participants as they join and make sure everything is functioning properly on your end.
Use the pre-meeting time to chat casually with early attendees.
Starting the session on time shows respect for everyone’s schedule.
Latecomers can access meeting notes and recordings after the fact so the discussion isn’t unnecessarily delayed.
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Eliminate Distractions During Meetings
In a remote setting, it can be tempting to multitask and be less attentive.
Avoid checking emails, phone notifications or browsing the web during the session as it indicates disinterest to other attendees.
Likewise, schedule meetings when you can fully devote your attention without other pressing commitments.
Find a quiet, interruption-free space or utilize noise-cancelling headphones and mute notifications.
Staying engaged throughout virtual meetings takes concentration but enables more meaningful discussions.
Encourage Active Participation
Soliciting input and feedback makes online meetings more collaborative and interactive.Utilize polls, chat and digital whiteboards so attendees can ask questions, post comments and share ideas in real-time.Periodically prompt quieter team members directly to gather their perspective.
When brainstorming options, conduct quick breakout room sessions for smaller group discussions.
Keeping participants actively engaged leads to better outcomes and decisions.
Practice Proper Meeting Etiquette
Basic etiquette guidelines help facilitate constructive virtual conversations.
- Mute your audio when not speaking to minimize background interference.
- Listen attentively when others are talking and avoid dominating the dialogue.
- Be aware of your body language and facial expressions on video.
- Sit up straight, make eye contact with the camera when speaking and avoid distractions in the background.
- Introduce all attendees initially so everyone knows who is present.
- Address people by name when responding to keep things personal and maintain momentum.
Summarize Action Items and Next Steps
At the end of each online meeting, recap key discussion highlights and decisions. Document action items with owners and deadlines so accountability and follow through is clear.
Send meeting minutes to all participants afterwards as a helpful reminder of responsibilities. Share session recordings or meeting artifacts if beneficial for reference.
Briefly preview next steps or set the agenda for upcoming meetings based on progress and priorities. Outline deadlines for prep work needed in advance.
Ask for Feedback on Effectiveness
Check in regularly with your team to assess what’s working well and where your virtual meetings could improve.
Create quick polls to gather feedback anonymously on aspects like technology, participation, pacing or action items.
Adjust discussion formats, collaboration tools or schedules based on constructive input to better meet attendee needs and preferences going forward.Continuously refining your approach over time enhances effectiveness.Establishing best practices takes your online meetings from chaotic and dull to productive and engaging.
Following these video conferencing tips will lead to more unified, focused discussions that accelerate decisions and drive better results.Â
Learn the Best Practices for Virtual Meetings
As remote work becomes standard, mastering virtual meeting leadership is crucial for managers at all levels.
Implementing proven strategies enhances collaboration, productivity and innovation across distributed teams.
Create the Optimal Environment
Prepare your space before each online session to minimize potential interruptions.
Silence phone alerts, close extra browser tabs and programs, and post “Meeting in Progress” notices to prevent disruptions.
Position your camera at eye level with lighting that clearly shows facial expressions and gestures.
Use noise-cancelling headsets and mute when not speaking for optimal audio.
Upgrade internet if connections consistently fail.
Test all equipment settings prior to avoid delays once meetings start.
Stand ready to assist others with technical connection issues.
Keep Meetings Small and Focused
Optimal online meetings include 2-4 participants plus the facilitator.
Larger groups make active participation difficult and side conversations more likely.
Use breakout sessions when broader input is needed.
Define specific purposes upfront and maintain agenda focus during live sessions.
Redirect tangents and personal projects to separate discussions.
Leaders must keep dialogue on track with clear objectives.
Small, focused participant groups and defined goals keep virtual meetings efficient and productive.
Take Breaks as Needed
Extended screen time causes mental fatigue.
Schedule brief breaks every 45-60 minutes during longer virtual sessions so attendees can stand, move and reset.
Use break time to address chat questions, gather thoughts or have quick side discussions.
Set timers to reconvene promptly.
Regular breaks maintain energy and concentration, especially for complex or emotionally charged topics.
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Spotlight Different Perspectives
Remote meetings limit personal connections and nonverbal signals compared to physical gatherings.
Make extra effort to engage each participant directly throughout the session.
Draw out opinions from quieter team members to ensure all voices contribute.
Echo or summarize comments to show active listening and resolve any misunderstandings.
Welcome debate and questioning of accepted ideas.
Playing opposing viewpoints reveals fresh angles.
Diverse perspectives create stronger decisions.
Rein in Dominant Talkers
Most meetings include participants who tend to control the conversation.
Facilitators must create space for broader input.
If someone monopolizes discussion time, gracefully interrupt noting you’d like other perspectives on the topic.
Thank them for contributing and shift focus to another attendee to change direction.
Chat features, polls and hand raising help prevent vocal participants from dominating responses.
Close with Next Steps and Action Items
Conclude virtual meetings by reviewing essential discussion points, decisions and follow-up steps.
Document specific action items noting responsibilities, owners and deadlines.
Send follow-up emails containing this information for reference along with notes or recordings.
Clear ownership drives results through accountability.
For unresolved issues, determine immediate actions like additional research or data gathering before the next discussion.
End on positive notes emphasizing progress made during your time together.
Regular application of these fundamental strategies makes leading exceptional remote meetings natural.
Effective collaboration sparks innovation across locations with the right framework established.
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Tips and Tricks for Successful Virtual Meetings
Master communicators employ additional techniques to elevate their virtual meetings.
Enhance your video conferencing abilities with these advanced strategies.
Kick Off On Time
Technical issues or missing attendees shouldn’t delay the start time.
Begin promptly as scheduled, even without some participants.
Use opening minutes for casual conversation while ensuring presentations and documents are ready.
This creates momentum and maintains discussion flow.
Late arrivals can catch up on missed content.
Spotlight Contributors
Recognize team members who share ideas or content during sessions.
Explicitly thank them and explain how their input shapes decisions or next steps.
Leaders should capture relevant chat comments in shared documents to preserve insights.
Follow up later via email with appreciation and recognition.
Positive acknowledgment encourages wider participation beyond the most vocal attendees.
Poll for Consensus Checks
Testing for agreement through participant polls proves essential for critical alignment.
Tools like Slido, SurveyMonkey and Microsoft Forms work seamlessly with most virtual platforms.
During strategy discussions, ask questions like “Should targeting buyers under 30 become our priority next quarter?” allowing attendees to indicate their position.
Misalignment becomes a constructive discussion point rather than incorrect assumption.
Divide Into Breakout Groups
Smaller breakout rooms add variety and personal connection to virtual sessions.
Groups of 2-3 can explore subtopics thoroughly before sharing summaries with the full team.
Random reassignment between topics creates fresh combinations and viewpoints.
Minimal management works best – set time limits and let teams self-organize around tasks.
Reuniting after breakouts enables new connections and idea cross-pollination.
Assign Opposing Views
Before strategic discussions, ask participants to prepare arguments supporting specific alternate perspectives.
This prevents groupthink and status quo assumptions.
Request two team members outline contrary views while others research facts supporting common positions.
Then explore all angles during meeting dialogue.
Examining opposition, even if not genuinely held, often reveals valid concerns, risks or hidden assumptions needing attention.
Set Video as Default
Many disable video as convenient cover for distractions or multitasking during meetings.
Leaders should establish camera-on participation as standard practice supporting active engagement.
Start sessions with participant videos enabled by default.
Allow brief camera-off periods only for specific needs, clearly noting these as exceptions.
Consistent video presence strengthens accountability, connection and productivity.
The Value of Intention and Presence
Outstanding virtual meetings demand preparation, inclusivity, and focused attention above all else.
Leaders must demonstrate full engagement, establish collaborative atmospheres, actively recognize contributions, and consistently gather participant input.
Participants share responsibility for maintaining attention without distractions.
While technical capabilities enable basic function, mutual dedication to meaningful dialogue generates innovation.
Consider sessions as opportunities to connect perspectives and advance thinking.
Technology should fade into the background as diverse insights emerge naturally.
Approach meetings with this elevated purpose, and effectiveness follows naturally.
Remote meetings can transform into engaging experiences where participants contribute actively, feel valued, and share innovative ideas freely.
Optimizing your online gatherings enables the collaboration, alignment, and progress your team needs for excellence, regardless of location.
Replace disjointed, tedious video calls that drain productivity.
Reserve a quick consultation to discover our proven methodology for exceptionally effective sessions that unite teams around common goals.
We’ll analyze your current practices, collect confidential feedback, and provide specific recommendations to revolutionize how you lead and facilitate impactful virtual discussions.
The moment has arrived to harness your team’s collective capabilities.
Connect with us to schedule your consultation.
