How to Run a Productive Virtual Meeting


The health crisis, due to the recent COVID-19 pandemic outbreak, forced schools,
universities, and businesses to think of an alternative way of adapting to the situation in the
most hastily, adequate, and effective ways as possible. Thanks to technology, nowadays
there is an opportunity of having virtual meetings; a gathering of people, regardless of the
location, that utilizes video or audio online to share information and data simultaneously.
However, occasionally functioning a dynamic virtual meeting can be difficult. Below, we are
going to leave nine tips on how to run a productive virtual meeting.

1. Choose your preferable online meeting platform

There are numerous software programs designed for virtual meetings. That is why choosing
the proper platform is critical because not all of them offer the same advantages or have
equivalent flexibility. Before creating and announcing the virtual meeting, double-check if
the platform has every tool you need. Some examples of platforms are Zoom, Skype, Google
Hangouts, GoToMeeting, Slack, etc…

2. Test the platform and technology in advanced

Previous to a virtual meeting, all members need to be sure the technology, and evidently the
platform, works perfectly. This includes checking headset, webcam, technological device,
and practicing screen sharing, so the gathering will start on time and it won’t take away it’s
own excitement and enthusiasm.

3. Make use of icebreakers

Not being able to work in the same room with colleagues can make some people feel
uncomfortable. Therefore, prior to starting a virtual meeting to ensure the participants are
engaged in it, perhaps it could begin with an individual telling a joke or an anecdote.

4. Don’t interrupt others and announce when you are done speaking

Speaking over someone is bad-mannered, especially in a virtual meeting because the focus
will go away from the individual who is speaking. For this reason, it is highly recommended
to indicate other members when you are finished talking.

5. Verify cameras are turned on

Confirm all members have their cameras turned on during the virtual meeting for two
reasons. First, it will create an environment enjoyable and practical because people can see
each other’s body-kinesthetic and linguistic. Second, it will guarantee that members are not
using their cell phones or being distracted.

6. Keep the meeting members engaged

Working from home can produce countless distractions such as kids and other family
members interrupting, noise, cell phones, household duties, etc… Consequently, each
participant in the meeting should have an agenda with all tasks and duties so they know
what is relevant to say. Additionally, assign a member to take notes summarizing the ideas
and ideas discussed.

7. Be creative and interactive

Efficient virtual meetings are the ones that keep the reunion interesting continuously. There
are four ideas on how to keep it compelling. First, the person who is speaking should do it
with confidence and looking at the camera, not the screen. Second, motivate the audience to
listen through having control and entertainment. Third, be creative, use different apps,
videos, pictures, and presentations so the listeners are actually enjoying the meeting and
what the presenter is saying. Finally, ask for questions and comments during the
presentation so the spectators understand.

8. Mute the mic when you are not speaking

Background noise can be worse than you think, it can be for instance traffic, sneeze, phone
calls, and coughs. Not only it is exasperating for other members that are in the virtual
meeting, but also disrespectful. This embarrassment can be prevented by clicking the
microphone button to mute in the device.

9. Conclude the meeting with questions and comments

Conclude the virtual meeting with summarizing the ideas discussed, decisions, and tasks for
every participant with the purpose of getting rid of confusion and misunderstandings. Lastly,
give some minutes to the members to ask questions and say comments.