As teams are no longer working together in the same office and the world settles into a remote work lifestyle, virtual connections are the new normal for most companies. This has introduced a number of interesting challenges to meeting facilitators such as making connections with people, engaging your audience and keeping the meeting focused to relevant topics. Here are some tips on how to run an effective virtual meeting:
- Humanize the Zoom Room: As video conferences are much more effective than audio conferences, it is important that the facilitator is on camera, preferably with no virtual background. Be aware of what you are wearing, what is in your background and how the camera is set up. The optimal location of the camera is directly in front of you at eye level. Lighting is also very important—open your shades and let the natural light shine in! Have your light source right in front of you or no more than 45 degrees away directly in front of you. Having your light source behind you will produce a silhouette effect. It is also important to welcome everyone and make a connection with attendees. A few minutes of friendly interaction, checking in with everyone and catching up before diving into a meeting will boost engagement and strengthen culture. You can also start the meeting with an ice breaker such as a game, quote of the day, fun question or sharing a story.
- Keep People Engaged: One thing you don’t want to hear in your virtual meeting is crickets! Encourage everyone to be on camera so they are less likely to become distracted with things around them. Distractions like email, social media, and family life will always be in the background so it’s important to keep people engaged and the meeting interactive. Ask questions and get the audience involved. It’s also important to be cognizant of the timing of your meetings—Monday mornings and late Friday afternoons are generally not a good time to hold a meeting.
- Set an Agenda: An agenda provides value to your audience and can help ensure your meetings end on time. A meeting that does not provide any value is a sure way to lose people’s attention. It’s also important to remember that meeting fatigue is real and people are getting ‘zoomed out’. Only hold meetings when required or people will lose interest quickly. If the meeting isn’t mandatory, they might not show up at all!
- Be Prepared and stay focused: Prepare your discussion points prior to the meeting and focus on what’s important. If required, distribute an outline of the agenda and other materials to attendees well in advance of the meeting. Know your material and keep it interesting. Don’t just focus on your presentation during the meeting but also on what others are saying and give your full attention to the participants. While it is important to stay on topic, make sure that you let others share their thoughts. Understand that technical issues happen and that’s okay. However, ensure that everyone has the proper technology and knows how to use it prior to the meeting.
You’re ready to hold your virtual meeting. Good Luck!
