Mastering virtual meetings: tips and tools for success
Running an engaging remote meeting takes skill and planning. Virtual meetings can be a time sink. With a bit of planning and consideration, you can make them engaging and productive.
Prepare
Set clear objectives: the first step in preparation is defining the purpose of the meeting. What do you hope to achieve? Clear objectives help keep the meeting focused and ensure that all participants understand why they are there.
Choose the right platform: not all video conferencing tools are created equal. Choose a platform that suits your needs, whether it's zoom for its breakout rooms or Microsoft Teams for its integration with office 365.
Prepare an agenda: an agenda provides structure to your meeting. Outline the topics to be discussed and allocate time slots for each. Share this agenda with participants beforehand so they can come prepared.
Test technology beforehand: technical glitches can derail a meeting before it even starts. Test your audio, video, and internet connection ahead of time. Encourage participants to do the same.
Conduct
Start on time: respect everyone's time by beginning promptly. This sets a professional tone and ensures you have enough time to cover all agenda items.
Assign roles: designate a facilitator to guide the discussion and keep things on track. A note-taker to document key points and action items.
Keep discussions focused: even if you believe everyone is on the same page, it’s a good idea to restate the purpose of the meeting at the start. As the meeting progresses, stick to the agenda and avoid going off on tangents. If unrelated issues arise, note them down for future discussion.
Encourage participation: foster an inclusive environment where everyone feels comfortable contributing. Ask open-ended questions and invite quieter members to share their thoughts.
Use the right tools
Video conferencing software (Zoom, Microsoft Teams): find a platform that offers robust features like screen sharing, recording, and breakout rooms that facilitate interactive sessions.
Collaboration tools (Miro, Trello): for brainstorming sessions or project tracking during meetings with real-time updates and visual collaboration.
Scheduling tools (Doodle, Calendly): simplify the process of finding a mutually convenient time for all participants with these scheduling aids.
Engage
Use interactive elements (polls, Q&A): incorporate polls or Q&A sessions to make the meeting more interactive. Tools like Slido or Mentimeter can be integrated seamlessly with most video conferencing platforms.
Encourage video use: seeing each other helps humanise interactions and keeps people more engaged compared to audio-only meetings.
Rotate speaking opportunities: ensure everyone has a chance to speak by rotating speaking opportunities or using round-robin formats.
Provide breaks: for longer meetings, schedule short breaks to prevent fatigue and maintain focus.
Close
Assign action items: clearly assign tasks to specific individuals with deadlines to ensure accountability.
Schedule the next meeting: before concluding, agree on a tentative date for the next meeting if ongoing discussions are needed.
Follow-up
Send meeting minutes: after the meeting, distribute detailed minutes capturing key points discussed, decisions made, and action items assigned.
Request feedback: ask participants for feedback on what went well and what could be improved in future meetings.
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