More meetings have gone virtual over the past few years. While meeting online has its conveniences, it can also come with challenges. Use these tips to help your online meetings run smoothly and effectively.
Before the Meeting:
- Send an agenda so attendees know what will be covered and can prepare.
- Test your tech setup, internet connection, and virtual meeting room access.
- Provide instructions for joining the meeting, using any interactive features, or accessing supplementary documents.
- Ask attendees to join 5-10 minutes early to get settled.
Starting the Meeting:
- Greet people warmly as they join and make small talk to set a welcoming tone.
- Do a quick round of introductions at the start for context.
- Review the agenda and meeting ground rules like mute etiquette.
- Assign a facilitator to help keep things on track and watch for raised hands.
Engagement During the Meeting:
- Use video if possible so people stay engaged and communication is clear.
- Ask questions and use interactive polls or chats to get people participating.
- Summarize key points and action items after each agenda item.
- Park off-topic discussions for after or offline follow-up.
- Take good meeting minutes to share with attendees later.
Ending the Meeting:
- Start wrapping up 5-10 minutes before the scheduled end time.
- Review key decisions, action items, and next steps.
- Seek feedback on what worked well or could improve.
- Thank everyone for their time and participation.
Following up After:
- Share meeting minutes, documents, or recordings soon after.
- Follow up on action items and next steps while things are fresh.
With some forethought and practice, you can get comfortable facilitating productive online meetings. The most rewarding part is seeing attendees engaged and walking away feeling like valuable connections and progress were made.
