3 Tips on How to Run a Successful Virtual Meeting

As the world continues to battle the coronavirus epidemic, millions of workers are having to work from home for the first time in their lives. While many aspects of work have been affected by the inability of workers to access their physical workspaces, one thing that has not been affected is their ability to hold important meetings. Thanks to modern video conferencing tech, people can hold face-to-face meetings with colleagues, clients, suppliers, and other important people without being on the same continent, let alone in the same room. However, virtual meetings can be hard to handle sometimes and may end up being frustrating timewasters. There are big differences between office-based and virtual meetings, and for those who are still getting used to this paradigm, here are tips on how to ensure that any virtual meeting you hold is effective and productive.

Preparation is key

Adequate preparation is vital for any type of meeting, but even more so for virtual meetings that have a tech element. Effective virtual meetings require meticulous preparation, which includes acquiring reliable video conferencing technology, testing it beforehand, and making sure all participants know how to use it well. If you don't want to go through all the hassle of acquiring the tech and setting it up at home, you can hire a DaVinci meeting room. DaVinci meeting rooms are private, professional looking, and fitted with all the technology and equipment you need to conduct your important meetings for however long you need to. Your meeting must also have a clear agenda that outlines its purpose, expected outcomes, and firm specifications on when it starts and ends. To further ensure that the meeting runs smoothly, it’s a good idea to circulate all materials that will be discussed during the meeting ahead of time. This ensures that everyone is on the same page, and allows participants to study and reflect on the materials so that they can focus their discussion on key points. Such materials should be as brief as possible to maximize their chances of being read.

Take personality traits into consideration

When holding virtual meetings, you’re bound to come up against people with different personality types, and it’s important for you to learn how to manage them to ensure that you have a smooth meeting. A study by the University of Nebraska found that personality types have a great influence on the beliefs and behaviors of meeting attendees, and that both meeting leaders and non-leaders must gain a better understanding of these personality types to be able to interact in a way that promotes meeting effectiveness. For example, when holding a virtual meeting with INTJ personalities, you want to get straight to the point, while giving them plenty of opportunities to ask questions and air their views, especially if you have authority over them. This is because INTJs have a deep understanding of abstract thinking that allows them to come up with great ideas and strategies, as well as see opportunities where many don’t.

Observe virtual meeting etiquette

To ensure that your virtual meeting is productive and professional, there are various etiquette rules you must follow. First of all, just because it’s a virtual meeting it does not mean that it can be held anywhere. Find a quiet place with good lighting far from kids, pets, TVs, and other things that can cause distractions to you or meeting participants. If you don't have an ideal place to hold the meeting, you can look into hiring a DaVinci meeting room that meets your space and technology requirements. You must also dress and groom yourself appropriately. Yes, you have the freedom to wear whatever you want when working remotely, but that doesn’t make it alright to head to a meeting in your PJs. It’s also important to give your full attention to the meeting participants as you would if it were a face-to-face meeting - this means no texting, web surfing or eating. Lastly, try to move at a slower pace than you normally would, leaving sufficient pauses after questions or comments to allow people to respond. 

Virtual meetings are becoming a key part of life for workers all over the world. However, when they are poorly run, they can lead to wastage of resources, low staff morale and poor organizational outcomes. By preparing adequately, following proper etiquette, and treating participants appropriately based on their unique personalities, you’ll have a better chance of running a successful virtual meeting.

About Jackie Edwards

After taking a career sabbatical to become a mother, Jackie now writes full time on finance, business and managing money She has, in the past battled problems with anxiety and panic, and in her spare time she volunteers for a number of local charities that support people with mental health issues.