How to Host Effective Virtual Meetings

how to host

Up until 2020, adoption of virtual meetings had been slow but steady. The pandemic caused a drastic shift with a sudden boom in online meetings, companies that may not have entertained this idea before, suddenly had to adapt to survive.

However, working from home is certainly not a new idea. Prior to the coronavirus pandemic, it was estimated that 1.7 million people in the UK worked from home1. The resulting lockdowns have amplified this with companies, mobilising staff to work remotely and productivity ticking along.

With more people working remotely, it is predicted that by 2024, in-person meetings will drop from 60% of enterprise meetings to 25%2. With this decrease in face-to-face meetings expected, how can we make sure that the virtual meetings we are hosting remain dynamic?

Prepare to plan This applies to all meetings of course, but failing to plan for the meeting ahead will ultimately lead to an un-successful meeting. Create a structured breakdown of all the points you wish to cover in the meeting and stick to them. It is much easier to get distracted in a virtual meeting than in-person.

Don’t be afraid of chit-chat Ensure, you allow time for general pleasantries at the start. When meeting in-person general ‘chitchat’ is often exchanged before the meeting starts, whether this is in the canteen whilst grabbing coffee for the meeting or in the meeting room itself, virtual meetings shouldn’t be any different.

dynamic virtual meetings

Choose your communication platform There are endless remote communication tools available, it is important you choose a platform that works for you, and your attendees. Familiarise yourself with the platform and it’s features so the meeting runs smooth and without technical hitches. Think about what activities are planned for the meeting and if your chosen platform can achieve these… And always have a plan B, for when those inevitable signal losses occur.

Video & audio etiquette It’s no mystery that video and audio are key stakeholders in the success of a virtual meeting. Video is a great way to keep people engaged and feel like they’re really there with you. While your audio is what really keeps the meeting moving.

Top 5 Video Tips

1. Ensure your camera is face on. 2. Light up your face so you can be seen. 3. Make sure your background is natural or blurred. 4. Invest in a desktop camera if your embedded camera isn’t good enough. 5. Check your internet is strong enough to power both video and audio in the meeting.

1. Minimise any background noise. 2. Mute your mic when you’re not talking. 3. Test your microphone before joining the call. 4. Invest in a headset if your embedded microphone isn’t good enough. 5. Mute email and messenger apps so your mic doesn’t pick up their notifications.