10 Tips for Virtual Meeting Success

Virtual business operations and remote working have increased exponentially among companies within the past few years. However, my company, Connex Intl isn’t a stranger to hybrid meeting solutions, as they have been our company’s foundation for success for more than 40 years.

Virtual meetings offer a more convenient and flexible way to work. However, these benefits may also come with challenges. 

Here are some time-tested tips gained from decades of experience to help you run a more productive virtual meeting. 

1. Schedule with workflow in mind.

An optimal meeting time is one that fits into your participants’ workday rhythm. Begin meetings at a quarter past the hour so those with back-to-back meetings can take a quick break before jumping onto another call. Similarly, if participants are working across multiple time zones, schedule the meeting to occur during their regular working hours.

2. Double-check the invitation before a meeting.

Review the event invitation a few days prior to ensure that you’ve provided the correct link, passcode and dial-in information to participants. This allows time before the meeting to correct any errors and avoid confusion and embarrassment.

3. Avoid dead airtime.

Dead airtime can hinder a meeting’s success, particularly an audio-conferencing call. It is difficult for the audience to know if the main speaker has slow software, is taking notes or has lost their connection. 

Keep in mind that silence is deafening during a call. If you do face an audio glitch, then it’s essential to have a backup plan. You could have a speaker on standby to contact and they can inform the participants of an issue. Or, by scheduling an operator-assisted call, your conferencing team can help you solve the issue and keep the audience engaged.

4. Test your hardware and connection — schedule a dry run.

We’ve all experienced a time when your program freezes or you’re unable to share a document. Encourage presenters and attendees to arrive a few minutes early to confirm that their technology works properly. Test microphones, cameras and internet connections to make sure everyone can see and hear each other. I counsel our clients to schedule dry runs the day before a big meeting to make sure that there’s perfect lighting, sound and technology. 

5. Prevent distractions, but plan for them to happen.

We all know that reducing distractions makes us more productive and engaged on virtual calls. However, having a controlled and quiet location isn’t always possible. If that’s the case, then let people know your situation, so they are not surprised if your audio is fuzzy, you drop off the line, an unexpected sound occurs or you are not on screen. Interruptions happen, but letting your audience know of that possibility will put them at ease. 

6. Mute.

We know it’s a simple tip, but many people forget to hit mute, leading to background noise. Instruct participants to mute when not addressing the group. A significant advantage of using a virtual meeting service provider is that they can automatically mute lines for those who aren’t speaking. 

7. Make up the difference for visuals.

With video conferencing, people can read reactions, moods and body language — but don’t assume they know who you are. Whenever speaking, make sure to introduce yourself with one or two lines about your role. It will set the tone for the meeting and personalize the experience. 

8. Stick to an agenda.

It’s never a bad thing to be overly prepared, especially when taking a meeting to the virtual realm. Be sure to set everyone up for success by sending a detailed agenda at least 24 hours before your meeting. This allows presenters to prepare and attendees to formulate their questions.

9. Allow time for questions and feedback.

It’s essential to inform the meeting participants that they serve a vital role in the discussion, even if they are not presenting. Add an item to your agenda to ask for questions and feedback. 

However, be prepared for the possibility that individuals may be weary of sharing their opinions. I always recommend preparing some canned questions to share while others gather their thoughts. 

10. Engage your attendees appropriately.

The most significant benefit of a virtual meeting is that it can be hosted for small collaborative groups or hundreds of individuals worldwide. Match your meeting type with your goals for the event. Some questions you can ask yourself are: “Do I want to give a lecture?” “Should I show a presentation?” Or “Will group breakouts work for our conversation?” And remember that it’s better to keep your audience engaged by breaking up a lecture with Q&As, polls and surveys.

If conducted successfully, then virtual meetings can feel like in-person meetings with the extended benefit of reaching a wider audience and making your message more accessible. People working together, engaged in relevant discussion points and focused on achieving positive outcomes are what virtual meetings should be about. We all know productive meetings have a direct positive effect on your bottom line.