Mundane to Magnetic: Elevating Virtual Meetings

In today's landscape, virtual meetings have transitioned from being the exception to the norm. However, despite their prevalence, many of us may still lack the updated skillset required to effectively lead these virtual gatherings. Just as there are techniques for conducting successful in-person meetings (learn more), there are also strategies you can employ to ensure your virtual meetings are just as impactful.

Just like with physical meetings, through preparation is key. It's crucial to establish a clear agenda and share pertinent information ahead of time. This ensures that participants arrive prepared, and comprehend the meeting's objectives. Additionally, setting expectations for participation and minimizing distractions are essential components.

Nevertheless, there are specific tips tailored to virtual meetings that enhance their effectiveness.

Embrace the Technology

Breakout Rooms

Leading virtual meetings offers opportunities to leverage powerful features provided by platforms like Zoom and Teams. For instance, breakout rooms facilitate smooth small group discussions. You can preset time limits to regulate the duration of these breakout sessions, prompting participants to reconvene with the larger group at a set time. This eliminates the wait that often occurs when shifting from breakout sessions during in-person meetings. Furthermore, meeting organizers can seamlessly join various rooms to monitor progress, provide guidance, and engage in discussions.

Whiteboard

The Whiteboard is a great collaborative tool. Ask a question, and have people write their answers on the whiteboard. I love using a whiteboard when asking people to plot on a continuum and they often have fun either drawing or using stickers to indicate where they think they fall. My main piece of advice if people are just writing free flow is to draw a box on the whiteboard and ask them to keep their content within the box as every person has a different zoom setting and this way you can ensure you know you can see everything.

Waterfall Technique

When quick answers or input are needed, the Waterfall technique is effective. Pose a question and ask people to type their answer in the chat function, but do not hit enter until I tell them. Give them 1-2 minutes and then indicate they can “send” their response and watch them all flow down in the chat like a waterfall. This is a fantastic technique to use when you want input and don’t want people influenced by what other people say as it all comes through at the same time. I will often use this technique to start a meeting and get people engaged (like an icebreaker) or if I need to gather information or input from everyone but don’t have time to go around individually.

Manage Participation

Similar to in-person meetings where you need to manage the speaking order, in a virtual meeting, it is even easier. People can use the raise hand feature and it will put them in a speaking order that they can see and it will eliminate the awkward silence and then two people speaking at once (and subsequent even more awkward “you go” “no you go” responses).

Establish Clear Expectations

For in-person meetings, it’s easy to set the expectation that people not be on technology, but as participants are joining via an electronic device, it isn’t possible in a virtual meeting. Distractions are plentiful, however, so it’s critical to set the expectation that they close distractions (email, chat, notifications) and that they fully engage in the meeting (having a strong agenda and managing the meeting well contributes to strong engagement too). Ensure they have a quiet space from where to join so that they can focus and not be distracted by their surroundings too.

Use cameras. It’s too easy to disengage when your camera is off, so set the expectation that participants turn their camera on. It’s easier for you to gauge engagement and understanding when you can see their faces too.

As part of your meeting expectations, determine how you will use the chat feature. For many, they have side conversations in the chat which can distract others as they try to follow the chat and listen to the speaker. Be conscious about chat so that when you use it, people can read it and not miss anything.

Effective Meeting Hosting

There are many things you can do to improve engagement in a virtual meeting beyond the basics of running a great meeting.

Start the meeting with a brief, fun activity to get participants engaged. Ask a fun question and have participants do a waterfall activity to quickly bring people together and focused. If there aren’t a lot of people, you can go “around the room” and have them answer live (but use the raise hands feature to quickly and efficiently manage the speaking order). “This or That” questions are easy and quick (especially if doing live answers); coffee or tea, beach or skiing, morning lark or night owl, board games or video games, text or call are some to start.

For a meeting that runs more than 60 minutes, incorporate a brief movement break (1-2 minutes). Staying engaged while staring at a computer screen is challenging, so let people get the fidgets out. For meetings that exceed 90 minutes, schedule regular 5 minute “bio breaks” where people can get a drink and use the washroom.

End your meeting 5 minutes early. When switched from one in person meeting to the next, we naturally got up and moved, grabbed a drink and hit the washroom. For many people, their reality now is that they hit end on one meeting and join on the next without that break. People appreciate that few minutes to get up and move, take a bio break and a few minutes of down time.

Sharing the host duties helps engage other participants, so let other people lead different parts of the meeting.

Embrace Virtual Meetings as Reality.

While virtual meetings initially seemed temporary during the pandemic, they have become a lasting reality. Despite potential frustrations or fatigue, the broader reach and accessibility they offer are unparalleled.

They don’t, however, need to suck. While in-person interactions remain irreplaceable, virtual meetings represent an improvement over traditional teleconferences. By implementing efficient and engaging strategies, you can ensure that virtual meetings are productive and rewarding experiences.