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The Best Practices Before, During, And After Virtual Meetings

May 8, 2023 • 12 min read

The Best Practices Before, During, And After Virtual Meetings

Are you looking for ways to make virtual meetings more effective and engaging? With the right preparation and knowledge, you can lead impactful virtual meetings that keep participants interested and productive. Here are 16 virtual meeting best practices to help you get started. From establishing an agenda to brainstorming virtually, these tips will ensure productive meetings for your entire team. Let’s dive into the world of remote conferencing and explore how to create meaningful conversations in a digital space.

You’ll learn:

  • 16 best practices for a successful virtual meeting
  • Create impactful virtual meetings

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16 best practices for a successful virtual meeting

A. Before the meeting

1. Establish the meeting’s purpose and agenda

Before any online meeting, it is important to establish the purpose of the call and create the agenda items that outlines all topics that will be discussed. When setting up an agenda, make sure to account for any necessary breaks or time set aside for discussion. Additionally, give ample time for each topic on the agenda so that everyone has a chance to contribute their ideas and perspectives. Be specific about who needs to attend and what information you want to share.

Having clear objectives for your upcoming meeting will help you achieve the best outcome possible. Posting the meeting agenda on the group’s chat board well in advance gives everyone a chance to look at it and make a meaningful contribution during the conversation.

2. Choose the right technology and test it

Selecting a reliable virtual meeting platform should be one of your top priorities when organizing a virtual meeting. Popular video conferencing software like Zoom, Skype and Google Hangouts are great tools to consider. Whichever platform you choose, make sure that you test it out before the meeting. This allows you to work out any technical issues and get an idea of how the video conferencing tool works in advance.

Make sure that all participants have access to the meeting link prior to the start time so that everyone can join on time. Additionally, be sure to provide instructions for participants who may not be familiar with the technology platform you are using. Doing this will ensure a smooth transition into the virtual meeting room.

3. Avoid scheduling hiccups

Virtual meetings are often held at different times around the globe, so it is important to consider all time zones when scheduling a meeting. Scheduling hiccups can result in people missing the meeting or unprepared participants who did not have enough time to prepare for the meeting.

To prevent this, you should use scheduling tools to help you create a timeline that works for everyone involved. Additionally, you should check that all participants have access to the online conference link before the start of the meeting. You can also set up reminders for yourself and your team so that everyone knows when they need to join the virtual meeting room. By following these steps, you can avoid any unnecessary scheduling hiccups and ensure that everyone is ready for a successful meeting.

4. Consider privacy

When hosting a virtual meeting, it is important to consider the privacy of all participants. Make sure to use secure tools and services that provide encryption and other security features, such as meeting password for accessing the online conference room. Additionally, you should ensure that only those with permission are allowed into the meeting. This can include assigning a meeting host who monitors and controls entry into the meeting room.

Furthermore, you should remind all participants not to share any confidential information during the meeting or record any of its content without prior approval from all involved parties. By taking these steps, you can make sure that your virtual meetings remain private and secure at all times.

5. Check your camera

When hosting a virtual meeting, it is important to check your camera before the meeting begins. This ensures that everyone on the call can see you clearly. Check that the camera is turned on and positioned correctly so that your face is visible. Make sure to also clean off any dust or smudges on the lens beforehand. Additionally, if possible, stay in a well-lit room for optimal visibility.

Lastly, if you’re using a laptop, make sure it’s placed on a stable surface and not facing too high or low which can be distracting for other participants. By taking these steps, you can ensure that all participants have an optimal view of each other during their virtual meetings.

6. Consider your background

When participating in a virtual meeting, it is important to consider your background in advance. Having an unprofessional or distracting background can take away from the conversation and make it difficult for other participants to focus on what is being said. If possible, try to choose an area with a neutral background that won’t be distracting.

Additionally, many video conferencing platforms, such as Zoom, provide options to blur your background or change it altogether with a virtual background. This allows you to hide any potential distractions and create a more professional atmosphere during your meetings. Taking the time to choose the right background can help ensure that all participants are able to stay focused and engaged during the meeting.

7. Minimize distracting noises

When participating in a virtual meeting, it is important to minimize any distracting noises that may be present. This includes anything from traffic noise coming from an open window to the sound of family members talking in another room. To ensure that all participants can stay focused and engaged during the meeting, try to eliminate any potential sources of noise before starting.

Additionally, there are many noise-canceling apps available such as Krisp, SoliCall, Audacity, and Noise Blocker that can be used to reduce background noise during virtual meetings. Finally, always remember to keep your phone on silent mode so that calls or messages don’t disrupt your meeting. By taking these steps to reduce background noise and distractions, you can help create a more productive atmosphere for your virtual team meetings.

8. Assign roles

When hosting a virtual meeting, it is important to assign roles that will help ensure the meeting runs smoothly. Assigning roles allows everyone to be involved in the discussion and helps keep the conversation organized. The host should assign a timekeeper to ensure that everyone stays on track with the agenda and that the allotted time is respected. They should also assign someone to take notes during the meeting so that any important information or decisions made can be remembered afterwards.

Additionally, it is helpful to appoint someone as a tech support person in case there are any technical issues or audio/visual problems during the meeting. By assigning clear roles for each participant, you can help ensure that everyone remains engaged and focused throughout the entire virtual meeting.

B. During the meeting

9. Mute yourself and others appropriately

When attending a virtual meeting, it is important to mute yourself and others as appropriate. Everyone should keep their microphones muted unless they are actively speaking or participating in the discussion. This eliminates background noise distractions that can disrupt the flow of conversation, allowing all participants to focus on the issue at hand. Additionally, if there are multiple people speaking at once, the host should enable a feature so that only one speaker’s audio is heard at a time. Doing this will help ensure that everyone has an equal chance to be heard and participate in the conversation.

Lastly, when not speaking, attendees should also remember to mute their webcams so as not to distract from whoever is speaking. By following these simple rules, everyone can ensure that virtual meetings are productive and successful for all participants.

10. Keep virtual meetings short

When it comes to virtual meetings, it is important to remember to keep them short. Virtual meetings tend to be distracting and require more focus than face-to-face meetings due to the lack of physical presence. That being said, they can become tedious and tiring if they are too long in duration. To ensure that meetings remain productive, try to set a time limit of an hour or less.

Additionally, you may want to break up longer sessions into shorter meetings of 15-30 minutes. Doing this will help prevent participants from becoming overwhelmed or unfocused due to the length of the meeting. Furthermore, make sure you stick closely to your agenda and avoid going off-topic so as not waste time on unnecessary conversations or discussions. By following these best practices for virtual meetings, everyone can ensure that their online gatherings are both efficient and successful.

11. Allow participants to connect before the meeting

Starting an effective virtual meeting begins with allowing participants the opportunity to connect before it starts. This helps break the ice, allows everyone to get settled in, and makes sure that everyone is present and ready to go when the time comes. Creating an interactive space for participants also gives them a chance to test their equipment and internet connection, as well as take a roll call of attendees.

During this time, you may want to use an icebreaker or two to get people talking and help ease any tension in the room. Icebreakers can range from fun activities such as sharing something they are looking forward to doing once the pandemic passes, or even just asking people what their favorite food is. By taking these few moments before the start of your virtual meeting, you will ensure that your gathering has a successful start and can move forward with confidence into the main topics at hand.

12. Brainstorm virtually

Brainstorming virtually is a great way for virtual teams to collaborate and create innovative ideas. Instead of gathering in a physical environment, it’s easier and more time efficient to conduct brainstorming sessions online. Whiteboard tools like Miro, Stormboard, Collarboard and Conceptboard are perfect for this purpose. They allow participants to multi-task, share their visual thinking and teach one another in an online setting. In order to maximize participation during the session, screen sharing should be used so that everyone can better understand each other’s ideas.

Additionally, breaking the session into smaller groups is also beneficial as it allows all members to contribute their thoughts without feeling overwhelmed by the size of the group. Virtual brainstorming can help teams come up with creative solutions quickly and effectively without having to be physically together.

13. Maintain two-way communication

Two-way communication is essential to ensure successful virtual meetings. During the meeting, participants should be allowed to express their opinions and engage in meaningful dialogue with the host. To encourage two-way communication, hosts should ask questions and provide feedback when appropriate. This will help foster an environment where everyone feels comfortable expressing themselves without fear of judgment or criticism.

Additionally, it’s important for hosts to listen attentively and not dominate the conversation. Allowing others to contribute their ideas helps create a more productive atmosphere where everyone has an equal opportunity to share their thoughts and ideas. Maintaining two-way communication during virtual meetings can help ensure that all participants are heard and respected which can lead to greater collaboration, understanding, and productivity within the team.

C. After the meeting

15. Share meeting notes

Sharing meeting notes is an important part of a successful virtual meeting. Not only do they provide a record for any decisions made during the meeting, but they also help ensure that everyone understands their tasks and actions. Meeting notes should be shared as soon as possible after the meeting ends, either via email or software like Google Hangouts, Google Docs, Hive Notes, or nTask.

When sharing notes, make sure they are clear and concise so that there is no confusion or misunderstanding. Additionally, try to keep them brief and direct to avoid people becoming overwhelmed by long-winded explanations. By sharing detailed meeting notes in a timely fashion, teams will be able to work together more efficiently and effectively towards their desired goals.

16. Evaluate to improve future virtual meetings

At the end of each virtual meeting, it’s important to take time to evaluate the experience and make changes for future meetings. During the evaluation process, team members should discuss what went well, what could have been improved, and what ideas they have for improving their next virtual meeting. It’s also important to recognize any successes or accomplishments during the previous meeting. Evaluating is a great way to ensure that teams are staying on track and making progress towards their desired outcomes.

Additionally, teams should discuss any tech issues they faced and how those issues can be resolved for future meetings. By taking the time to evaluate and receive real-time feedback, remote teams can ensure that their remote work environment runs smoothly and efficiently in the future.

Create impactful virtual meetings

Creating impactful virtual meetings starts with engaging content, interactive features, and a well-structured agenda. To ensure that remote meeting is productive and effective, start by setting clear objectives and expectations for each participant. This will give the team an idea of what topics need to be discussed and help the group stay focused throughout the meeting.

Additionally, make sure to have plenty of interactive features available such as polls and breakout rooms that allow participants to engage in meaningful dialogue. Finally, plan for enough time at the end of each meeting to review any key takeaways or action items that need to be addressed going forward. By taking these steps, teams can create effective meetings that are both engaging and impactful.

Ready to build your remote team?

Use the DigiWorks platform to hire, manage, and pay remote talent from all over the world.

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