How to hold successful virtual meetings

1. Share an agenda in advance

Always prepare an agenda and include it in the meeting invite. This helps participants understand the purpose of the meeting and gives them the opportunity to prepare, resulting in more focused and productive discussions.

2.Introduce participants at the start

Begin the meeting by introducing everyone who is present. This is particularly important in virtual meetings, where participants may not know each other or recognise names on screen.

3. Check the technology beforehand

Make sure the technology works before the meeting starts. Do participants need to download an app or create an account? Is everyone’s audio and video working correctly? Addressing these issues in advance helps avoid unnecessary delays.

4. Set clear expectations and roles

Agree on how the meeting will run. Who is leading the meeting? When is it appropriate to ask questions? Who is responsible for keeping the meeting on track and ensuring the agenda is followed? Clear roles create structure and reduce confusion.

5. Moderate the discussion

Virtual meetings require active moderation to ensure everyone has the opportunity to contribute. Coordinate the conversation so participants can request to speak and are not talked over or overlooked.

6. Use the chat function to encourage participation

Using the chat function can be an effective way to include everyone, particularly in larger meetings. Assign the meeting leader or another designated person to monitor the chat and respond to questions, helping to maintain flow without interrupting the speaker.