The Ultimate Strategies to Run a Successful Virtual Meeting

A remote workforce does not lead to disorganized meetings. Though there are several challenges in running virtual meetings, it can be as productive as an in-office meeting with some preparations and a game plan. Here are several strategies that you follow in order to run effective virtual meetings.

There is a saying that goes, "to be prepared is half the victory." Preparation is critical in running a successful online meeting. Therefore, creating an agenda that highlights the main points of the meeting is essential. An agenda prepares your team members to be on the same page and helps them to be more focused on the meeting's priorities.

If you are leading the meeting, you can also use mind maps to record attendance and write down comments within the branches. You can also attach relevant documents or notes so that everyone is aware of the information prior to the meeting. Shared mind maps are also beneficial for team participation in brainstorming ideas.

Meanwhile, preparing your space before your meeting is absolutely paramount to reduce the risk of mishap. Distractions such as your cat walking in front of your camera are preventable if you prepare your space beforehand. Additionally, do a test run before your meeting starts.

When your meeting begins, communicate at a slower pace than you typically do. More often than not, there is a two to a three-second delay of communication for most video conference systems. If you are leading the meeting, ensure sufficient pauses between one point to the next. If you are a participant, provide a physical gesture such as signaling with your hand before asking a question or commenting.

At the end of the meeting, conduct a short debrief session to ask your team members regarding the meeting's content. Get their feedback on whether the meeting followed the proposed agenda and if the outcomes are relevant to every member. After that, present a concluding remark with a summary of the meeting, the decisions made, and reiterate the next steps.

A virtual meeting's primary goal is similar to an in-person meeting: communicating ideas and promoting discussion among team members. By making a few adjustments, virtual meetings can also be as successful as in an office setting.