How to run a virtual meeting in thirteen steps

Virtual meetings have been replacing face-to-face meetings as businesses go global. Virtual team members can be spread across multiple time zones and many different countries. For these reasons, leading a virtual meeting is more challenging than just choosing from the variety of technology options for teleconferencing, video conferencing, or web/net meetings. Virtual meeting leaders must manage the meeting process, ongoing discussions, and special etiquette requirements. To conduct an effective virtual meeting, follow the appropriate thirteen steps below as needed based on the type of meeting being held.

1. Sign in early. This gives you time to make sure your equipment and connections are working. If the meeting is being recorded, a sound check should be performed before others join the session.
2. Greet attendees when they log in. Or ask them to identify themselves to the group. Be sure to remind them to say your name before making comments or asking questions during a participatory meeting. If you’re not adding your voice to the meeting, make sure they’re muted so noises from your location don’t get into the meeting.
3. Check that everyone can see the images and use the tools. Can they view the presentation online or do they have a copy of the slides or other documents on hand? Do they know how to ask a question or send a comment?
4. Review the team’s code of conduct. This could include no outside interruptions or distractions during the call, as well as participation requirements. You should also discuss and establish a conversation time per person to avoid moving things in the meeting.
5. Use a planner to stay up to date. This will keep everyone on track to achieve the desired results of the meeting. Make sure the group knows where they are in the process as the meeting progresses. Also be prepared to obtain agreement to make changes to the agenda if necessary to achieve the overall purpose of the meeting.
6. Move at a slower pace than on a live stage. Pause longer than usual between asking a question and waiting for an answer. Remember that there is often a short delay between live delivery and the time the message is received via technology. Therefore, it may take some time for a response to be formed and sent.
7. Avoid technical or corporate language during presentations. Different words can mean different things in various departments within the same organization. Please note that colloquialisms, acronyms and technical terms may be unfamiliar to some attendees.
8. Increase attendance by asking questions. If someone doesn’t seem to be participating, ask a question or request feedback directly using their name.
9. Use voting tools to vote quickly. For Yes/No and Yes/No votes, it’s easier and often faster to use a tool within the meeting software or a text/chat feature to get results.
10. Tracking decisions, action items and other results. This can be done with a minute taker, a chat moderator, or by using on-screen tools. Whenever possible, it is best if participants can see the recorded information so they know they have been heard.
11. Track items to be discussed later. In almost every meeting something comes up that doesn’t relate to the current agenda. In this case, the leader should note the topic for the agenda of a future meeting or assign an investigation action. This way, the meeting can quickly get back on track.
12. Summary with action items and achievements. Summarize the discussion, confirm decisions made, and determine what the next step is for the group. Solicit feedback from attendees on what went well or suggestions to improve the next meeting.
13. Make sure the minutes are sent quickly. As with an in-person meeting, a meeting record and supporting documents must be sent to participants within two days after the meeting closes.

NOTE: For more tips, check out the articles “Six Tips for Preparing for a Great Virtual Meeting” and “Five Great Things to Do After Virtual Meetings”

Following the necessary thirteen steps can prevent a meeting leader from having meetings that take too long, drift, or are ineffective. Although virtual meetings should be kept short, there is no reason the leader shouldn’t learn to quickly follow through on necessary steps as needed. Having run a meeting effectively, the leader will experience increased engagement, action items completed, and other outstanding results from their virtual teams.