Conducting Successful Virtual Meetings

Virtual meetings have become the new normal in today’s world. However, keeping them engaging and hosting them successfully is an entirely different ballgame. Although the virtual setup has its benefits, it also carries a lot of challenges. It is much more difficult to host a virtual meeting successfully than it is to conduct a face-to-face meeting. You have to ensure that everyone gets to speak and that the objectives of the meeting are met.

In this blog, we’ll share a few useful tips that will help you conduct a successful virtual meeting. So, let’s dive right in!


1. Choose the Right Platform.

Choosing the right technology and platform for hosting your virtual event makes the biggest impact on the success of a virtual event. The right choice varies based on the purpose of the meeting. Today, there are a variety of options for you to choose from. If you have tried out a few platforms, then choose the one that you and your team members felt the most comfortable with.

You can also run a poll to ask your team members to vote for the platform where they want to conduct the meeting. Each platform has its unique features and tools, so you can choose based on the needs of your meeting. Zoom and Microsoft Teams are the two most popular platforms for hosting virtual meetings. You can also try Skype or Google Hangouts for your meeting as well.


2. Master Your Technology Skills.

In order to conduct a successful virtual meeting, the moderator and all the attendants need to be well-versed in the tools and features of the platform. Make sure you practice using different tools on the virtual meeting platform that you plan on using, so you can conduct the meeting and help the attendees more accurately.

The facilitator or host also needs to master the meeting hosting skills. It is important that you schedule and plan out the meeting thoroughly. Work on designing icebreaker sessions and allow the attendees to introduce themselves. Similarly, it will be beneficial for attendants to practice how they’ll introduce themselves.   


3. Set Ground Rules.

Before you begin the meeting, it is essential that you set some ground rules of the meeting.  Consider sending out the agenda and the meeting rules via email at least a few hours before the meeting. You can add rules related to maximum speaking time, hand raising, muting/unmuting, and background noises. These ground rules will help set the foundation for a successful virtual meeting. 


4. Tips for Meeting Attendants.

Here are a few additional tips for you if you’re attending a virtual meeting soon:

  • Make sure you are in your formal attire. Your appearance needs to be professional even in a virtual setting.
  • Set up your laptop/webcam in a spot with good lighting, strong internet connection, and the least amount of noise. Try background noise cancelling apps like Krisp if you are working from home.
  • Make sure you are clearly visible on the screen.
  • Choose a well-lit area and ensure you have a non-distracting background for your meeting.


Final Thoughts.

Conducting a successful virtual meeting requires planning and practice. By incorporating the tips that we discussed above, you can host a virtual meeting successfully!