How to Run an Effective Virtual Meeting
Make the transition from in-person to virtual meetings successfully with these 6 best practices to run engaging and effective virtual meetings.
Master collaboration tools
Communicate effectively
Assign a
facilitator
Have a support person
Follow protocol
Promote interaction
Do's & Don'ts
Final tips for success
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2
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6
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5
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2
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During critical meetings, such as with clients, or large meetings, assign a support person to assist with technical difficulties and monitor tools like chat.
Have a support person
2
1
of CFOs intend to shift some employees to remote work permanently.
74%
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Make introductions and ensure everyone feels welcome.
Have an agenda and set expectations for the meeting.
Provide structure and establish common goals to ensure everyone stays on track.
Table conversations for another time to ensure the meeting doesn’t run over.
Ensure people take turns speaking and allow others to contribute to the discussion.
Emphasise the value of sharing and providing feedback.
Assign someone to facilitate
2
of remote workers cite interruptions or being talked over as the top challenge during meetings.
67%
3
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Learn to use your tools and practice with them.
Prepare beforehand to be able to share what you need to, digitally.
Share content in advance.
Replace verbal responses with polls and chats.
Learn to overcommunicate and call attention to key points.
Know how to recognise responses (they might be on chat) and give opportunities to speak.
Master collaboration tools
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Provide opportunities for interaction; ask questions, call people by name, use polls.
Ask open-ended questions.
Use polling features to keep audience engaged and gather feedback.
Use the group chat feature for “quick draw” responses to questions.
Allow people to interject their own personalities.
People’s comfort levels with communicating vary widely so provide options.
Promote interaction
5
2
of remote workers and 15% of remote managers receive no training on how to work remotely.
38%
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- Speak clearly and slowly.
- Make it interactive.
- Give clear directions.
- Use visuals.
- Anticipate audio or screen sharing delays and wait.
- Allow time to review before moving forward.
Communicate effectively
You can’t rely on visual cues such as body language or facial expressions, particularly when participants have video turned off. Instead, you must rely on strong verbal and written communication.
6
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Be ready to call in or have someone else take over in case of a technical or connection issue.
- Don’t assume that everything is in working order when the entire team logs on.
- Always do a quick run-through of your setup (computers, cameras, software, etc.) 15 minutes before the class starts.
Do
conduct a thorough equipment check before the session.
assume your attendees have everything under control.
have a contingency plan in place.
Have attendees perform a simple browser and software compatibility check before logging in.
Don't
Do
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Get participants to use the tools.
Questions are welcome.
Be confident in using digital tools.
Have materials ready and a back-up plan in place.
Are they still following?
Have an awareness of your behaviour.
Final tips for success
Sources
1 Gartner. (April 2020). CFO Survey 2020
2 OwlLabs. (September 2019). State of Remote Work 2019
Be hands-on.
Create a non-threatening environment.
Practice.
Be organised.
Check in with the audience.
Be receptive to criticism.
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