How To Have The Best Virtual Meeting

In today’s business world, organisations have evolved so much that some organisations operated remotely. In any organisation, the meeting is very crucial it can be either a Discussion of day to day running of the organisation or a meeting with the manager for a structure that is to be used in that period or Year. Virtual meeting is also used by remote organization to know the opinion of each worker for the advancement of the organisation, new services or product to be tested are also discussed.

That’s why it’s very important to structure your online meetings in a way that promotes productivity, collaboration, and connection. During the virtual meeting, the medium used must be easy to access, connect and stress-free .that is why you need to consider the best strategies to use during your virtual meeting. With the right strategies explained below you can have effective and even fun virtual meetings without complaint. Here are 10 expert tips for making the most of your next online meeting.

10 Expert Virtual Meeting Tips

1. Choosing The Right Virtual medium platform

One of the most crucial points in a Virtual Meeting Is choosing the right medium, it can be software, an app or an online medium. Your virtual meeting is only as good as the technology you use to facilitate and promote it. When choosing a video conferencing platform, look for tools with the following attributes and quality;

1. High-quality video and audio

A good Virtual platform must possess the attribute of high-quality video, that is the videos must be clear and not be a blur, it must also possess the quality of Good Audio to be able to communicate and another user can engage in the discussion as a result of a good sound

2. Easy screen-sharing capabilities

For easy convenience and grouparticipateti, a good Virtual Platform should be able to share screens where Three or more users can engage at a time 

3. Chat or messaging features

A Good Virtual platform must possess quality Chatting and messaging features, A group can be created where they can interact together 

4. Ability to hold breakout rooms/sessions;

Sometimes urgency is needed, so the Meeting will have to be put on hold. A good virtual platform must be able to possess the quality of Breakout and reconnecting back.

5. Polling, surveys, or other interactive options

In case of an argument where sites are needed, since this is virtual there has to be a way to do this and this is through polls, users can vote using popular social media platforms like WhatsApp and Facebook groups simple interface and controls

The Medium of virtual meetings Must be simple to control and Navigate. user must be able to navigate quickly around the platform

Popular platforms like Zoom, Google Meet, Microsoft Teams, GoToMeeting and the latest developments in WhatsApp surely possess these quality and robust features for engaging online meetings. Test out a few options to see which platform works best for your needs.

2. Send an Agenda in Advance

When a Virtual Is set to be commenced it is good that the agenda and purpose of the meeting should be known to the user  24 before it commences, this is done to avoid disruption and to ease the flow of the meeting, Some of the Agenda that should be Communicated beforehand are;

1. Meeting objectives

2. Discussion topics

3Relevant documents or readings

4. Action items and next steps

Making an Agenda known upfront allows attendees to come prepared and enables a more focused, productive meeting. Share additional context and assign meeting roles like facilitator or note-taker to help keep the meeting on track.

3. Establish Guidelines

Without Rules, we are nothing like Animals, rules and guidelines should not be removed during virtual meetings. rules and guidelines should be communicated at the of every Virtual Meeting, read it aloud and State the penalty associated with breaking the Rules some of the examples of rules you should consider are;

1. Mute microphone when not speaking

2. Use the chat or “raise hand” feature with questions

3. One person speaks at a time

4. Stick to time limits for agenda items

4. Turn off notifications and close unneeded apps

Establishing Guidelines and Rules help to keep Everyone engaged and provides an undistributed session 

4. Kick Off with a Check-in

Instead of Jumping into a meeting straight, it will be appropriate that you should show respect and courtesy. First Greet Everyone, then give them time like a minute to share their opinions, Ideas and how they are doing 

A brief personal check-in makes meetings feel more human and relational. It’s a simple way to set a welcoming, cooperative tone for your virtual collaboration, as everyone will feel a safe and interactive environment to communicate, this will even help you as they are willing to commit to the meeting.

5. Assign a Facilitator

No matter how tough and strong you are, you might not be able to keep tabs on everyone so it is good you accept a facilitator or moderator in assisting you to make the job easier and faster. The facilitator can plan tabs on what is supposed to be done before the meeting 

The facilitator redirects off-topic discussions, ensures equitable participation, and summarizes action items. This gives your meeting the direction and leadership it needs to stay productive.

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6. Spotlight Speakers

Sometimes it can get lousy when two or more people are speaking at a time making most of the users know who is exactly and in which direction is the discussion pointing. They are a good virtual medium that allows and help you to pin the current speaker on board, Telegram does this. In Telegram you as the admin can turn on the active and the current speaker.

This will remove the problem of distraction and the whole group will be focused on the particular person talking but don’t forget to turn it on at the end of each meeting 

7. Use Annotation Tools

Most video conferencing platforms include digital whiteboards, screen sharing, and annotation capabilities. Use these interactive tools to brainstorm ideas, highlight key points, or capture feedback in real-time. it is highly considered that you use this

Annotating words keep attendees engaged and make meetings more dynamic. Annotation brings your virtual collaboration to life, it makes your idea real. Encourage participation and urge you by having attendees use on-screen markers, post sticky notes, answer polls, or contribute to a shared worksheet and performance.

8. Take Breaks

It is not an easy task starting at the screen for hours during virtual, sometimes we might feel pain in our eyes or pain in our back for standing in the same posture. If the meeting is more than 1 hour For meetings longer than one hour, schedule and break times in pieces for convenience 

Even if it is 60 seconds it will make a huge difference in giving you rest. If the meeting is too long stretch it tit o 1 hour plus the scheduled 10-15 minutes. This help to Breaks refreshes attention spans and prevent restlessness or distractions among attendees.

9. Use Breakout Rooms

Breakout Rooms are where small groups are selected and participated, these did not involve large groups but smaller groups outside of the large virtual Group, I recommend 3-5. Breakout Rooms discussions in breakout rooms provide an opportunity for more attendees to actively participate. Breakout rooms allow you to:

1. Get diverse perspectives on a problem or idea

Brainstorm solutions in parallel, this birth many ideas as they get the chance to open even for those who are afraid to speak up

2. Enable side conversations and relationship building; This help to build a strong relationship and build a cordial relationship outside the meeting and the in the nearest future 

3. Empower introverts to open up in a smaller setting; For those who are introverts,  it will help them to speak up as they renounce allowing them to contribute their ideas and knowledge 

Splitting and breaking into breakout rooms adds variety and gives your virtual meeting a needed change of pace. Afterwards, Regroup and convene afterwards to summarize and make each group’s discussion known.

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10. Do an Energizer or Icebreaker

Energizer and Icebreaker are what keep the group fun when bored this adds spice to the dull conversation when the group is getting tired of the meeting. Injecting a quick energizer or icebreaker boosts engagement by getting everyone talking and moving. Fun options include:

1. Virtual coffee or cocktail break

2. Stretch break

3. Two truths and a lie

4. Show and tell

5. Scavenger hunt

6. Trivia or fun poll

With Energizer or icebreaker will help to change the atmosphere of the meeting, changing the dull mood to an engaging Mood. It is highly recommended as an employer or facilitator of any virtual meeting to keep the practice in mind and execute this for high engagement 

Conclusions

Your Virtual meeting can be productive and engaged more than always if you are already doing virtual meetings, if you already starting a virtual meeting then put these practices in place.

Sometimes it is best you use video for better engagement, seeing each other’s face gives the kind of feeling and active participation. Always try to make the meeting 45 minutes, If there is a chance that the meeting is going to take a long time, split it into different parts and let there be a break. Always remember to send the purpose of the meeting 24 hours before the meeting initially starts., 

As a manager, you can appoint a facilitator to help in thewithask and make the job easier. Always try to carry everybody along, remember and be cautious of any sound that might disrupt the meeting. After the meeting go through what you jotted down as this is fresh and it is very important at that.   keep these best practices and I will see you at the top .Read more about best Virtual meeting tips on Hive