There are many benefits to digital meetings. They offer greater flexibility and accessibility, can reduce environmental impact, increase productivity, and save money. Additionally, there are many different services to choose from, such as Teams, Zoom, Google, and several others.
Despite all these advantages, virtual meetings can sometimes feel dull and unengaging. It is also common for participants to join a virtual meeting with their cameras turned off and simultaneously engage in other tasks without listening.
Nevertheless, virtual meetings have become an integral part of many companies. Therefore, it is important to have the skills necessary to keep participants engaged. Whether you are conducting a team briefing, a client presentation, or a brainstorming session, how you conduct the meeting is crucial for its effectiveness.
Here are some tips to help you conduct your virtual meetings effectively:
1. Set the stage for success
"Apologies for the delay, my headset wasn't charged."
Before you start your virtual meeting, take a moment to ensure everything is in place. Check that your computer and headset are fully charged, and that you are in a calm and distraction-free environment. Choose a comfortable spot and sit in a well-lit room so you're clearly visible. Test your audio and video settings in advance to avoid technical issues during the meeting.
2. Prepare your materials
"Can you see my screen?"
If you plan to share slides or documents during the meeting, test them in advance to avoid formatting or compatibility issues with the meeting platform. Having your material ready and organized helps the meeting run smoothly and keeps participants engaged.
Instead of asking if participants can see your shared screen, say something like: "Let me know if you can't see my screen".
3. Engage your audience
"Does anyone have a question?"
Have you ever been in a digital meeting where someone says, "Does anyone have a question?" and it's followed by complete silence?
Keep your virtual meeting interactive by asking direct questions to specific participants. For example, say: "Dave, you had some comments on this yesterday, can you share them with the group?" This makes the meeting more dynamic and keeps participants on their toes.
Encourage participants to share their thoughts and opinions, and actively listen to their responses. This not only fosters engagement but also ensures that everyone feels included and valued during the meeting. There are also excellent systems for conducting polls or allowing participants to pose and vote on questions that you can take advantage of.
4. Encourage camera participation
"Is Mike still in the meeting?"
If you don't possess magical powers, you wouldn't be able to be invisible in a physical meeting. So why would you be invisible in a virtual one?
To create a more personal and engaging atmosphere, encourage participants to turn on their cameras or use avatars if possible. Seeing other people's facial expressions, nods, or laughter helps create a sense of connection and prevents the meeting from feeling like a one-way communication.
5. Maintain professionalism
"Anne, are you wearing pajamas?"
Even in a virtual meeting, it's important to maintain a professional appearance. Dress appropriately, use professional language, and follow meeting etiquette guidelines. Establish basic meeting rules, such as raising your hand to speak or muting your microphone when not speaking, to ensure smooth and efficient discussion. After the meeting, follow up with participants by sending a summary of key discussion points, actions, and next steps. This helps reinforce the meeting's outcomes and ensures everyone is aligned on how to proceed.
By using these tips, you can elevate your virtual meetings to the next level. Whether leading a small team or presenting to a large group, mastering the art of conducting virtual meetings is essential for success in today's hybrid landscape.