8 steps to having a good virtual meeting (online)

1. Test technology ahead of time

Nothing kills motivation at the start of a meeting like a 15-minute delay because people need to download software, can’t get the video to work, and so on. Before the virtual meeting, all participants should test the technology and make sure it works well with key features. And remember, conversations with vendors or customers may require your team to connect to different software packages.

2. Make sure your face is visible

Video conferencing is more effective when everyone can see each other’s facial expressions and body language. Ask individuals to sit close to their webcam to help create intimacy for a face-to-face meeting.

3. Stick to the meeting basics

Before the conversation, set a clear goal and send in advance if appropriate. During the session, use a clear schedule for the sections, set ground rules for the meeting, take breaks, and clearly outline next steps (including timing and responsibilities) after each section and on the end of the meeting.

4. Minimize presentation time

The only thing worse than a long presentation is when one makes a long presentation in an online meeting. Online meetings should include a discussion section. Basic information should be provided in advance. If someone needs to present, use screen sharing to guide the conversation, where the attendees can be literally interpreted as “they are on the same page”. But make it a priority to chat to maximize the time everyone is looking at each other.

5. Designate an instructor

Managing an online discussion is often more difficult than in person. You can designate an individual to host the meeting, allowing other participants to focus on the content. Moderators can also use a voting system to direct the group on certain questions and ensure that everyone’s voice is heard. Moderators can also answer basic questions about the technology being used.

6. Ask everyone to speak

Getting everyone involved without talking to each other is one of the more challenging aspects of running an online meeting. To get around this, we recommend regularly calling on individuals to speak, even though you’ll consult with virtually everyone before a decision is made. Some software packages even allow attendees to actively ask for input if they wish. This can help the moderator close without the risk of missing the point of both introverted participants.

7. Capture real-time feedback

Collecting and processing high-quality input during an online meeting can be challenging, especially since visual cues are harder to read. Use a phone-based survey tool to collect requested responses from attendees on specific topics during the meeting. Keep the vote open, separate from the meeting to avoid interrupting the conversation.

8. Practice once or twice while you’re still in the office

Let’s practice online meeting as soon as everyone is not working from home. The CEO can sit in the office and join the meeting without assistance. After the meeting is over, collect and discuss the lessons learned. What went well, and what didn’t? How can you make your virtual meetings as effective as when you meet in person?

Source: GEM Global translated and compiled from Harvard Business Review