As more and more organizations go remote, virtual meetings have become a crucial tool for communication and collaboration. However, if not approached strategically, they can also be a source of frustration and inefficiency. In this blog, we’ll explore some essential tools and practices to help you maximize the potential of your virtual meetings and improve engagement.

Use Reliable Video Conferencing Software 📹

The success of any virtual meeting depends heavily on the video conferencing software you use. It should be reliable, secure, and have robust features that enable smooth conversations. When choosing a video conferencing tool, consider the number of participants you expect, their location, and the nature of your discussions.

💡 Tip: Test your video conferencing software ahead of time to ensure that everyone can join effortlessly. Also, turn off other apps and downloads that can slow down your network connection.

A person using a video conferencing app on their laptop

Make Use of Screen Sharing 🖥️

Screen sharing is a valuable feature that allows participants to see and follow along as you present ideas, concepts, or documents. It improves engagement by keeping everyone on the same page and can provide quick feedback during brainstorming sessions. Screen sharing also helps to reduce miscommunication and confusion that may arise during discussions.

💡 Tip: Before your presentation, ensure you’ve closed any irrelevant tabs and desktop notifications. It’s also essential to have the necessary permissions to share content, as some software may require you to use administrator privileges.

A person sharing their screen during a meeting

Embrace Chat and Instant Messaging 📝

Chat and instant messaging systems help to keep conversations flowing during meetings. They provide a platform to voice opinions, ask questions, and clarify points when others are speaking. It’s an excellent way of capturing the ideas and contributions of all meeting participants and ensure that no one is left behind.

💡 Tip: Encourage attendees to use the chat or instant messaging feature to ask questions or contribute to the discussion and monitor the chat carefully, ensuring that the conversation stays on topic.

A person using instant messaging during a virtual meeting

Utilize Virtual Whiteboards 📈

Virtual whiteboards are a great tool for visual collaboration, idea generation, and brainstorming. It allows everyone to visualize the conversation and collaborate in real-time, even when they’ve never met in person. Virtual whiteboards have various features such as sticky notes, chat, and pen tools, which allows you to write, draw, and capture thoughts quickly.

💡 Tip: Use virtual whiteboards to create structured summaries of ideas or proposals discussed during meetings. Save the whiteboard to share with team members post-meeting.

A person drawing on a virtual whiteboard during a meeting

Follow Up and Assign Action Items 🗒️

One of the benefits of virtual meetings is that they can be recorded easily, allowing them to be reviewed and referenced in the future. It’s essential to follow up on critical issues that arose during the meeting. Assign actionable steps to specific individuals responsible for carrying them out.

💡 Tip: Send a summary of the meeting, action items, and next steps in a follow-up email to ensure that everyone is on the same page.

A person taking notes during a virtual meeting

With these tips and tools, your virtual meetings are bound to be more productive and engaging. Remember, it’s essential to set the tone and expectations before the meeting starts, and to make everyone feel comfortable contributing. By using the right tools, everyone can collaborate efficiently from anywhere.

A group of people participating in a virtual meeting