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5 Tips for Virtual Meeting Engagement
Cathie Leimbach • January 8, 2024
Virtual meetings have their pros and cons. We can meet without travel time and expenses, so we can connect with people far and wide with shorter notice. However, screen fatigue and double tasking can result in them being less effective. Here are a few tips that help overcome the downside of virtual meetings.
- Ensure that everyone in the meeting is familiar with the technology you will be using. Before you call the meeting to order or in the first minutes of the meeting, take time to show participants how to use the software. A helpful approach is to show your screen as you demonstrate various features.
- When two-way communication is expected during the meeting, ask or require everyone to have their camera on. This reduces double tasking and allows participants to get a better feel for each other’s buy-in or concerns with the matters being discussed. In some companies anyone who does not have their camera on during a team meeting is noted as being absent.
- If the meeting will last more than 90 minutes, schedule a break every 90 minutes. This prevents or greatly reduces random absences as attendees get drinks or use the restroom. Getting up and moving also re-energizes the participants’ brains so they can continue paying attention, engaging, and retaining important information.
- Use breakout groups, allowing pairs, trios, or groups of up to 5 people to share their thoughts. In larger groups many don’t feel they have enough to add to speak up. These small groups allow everyone to learn other people’s perspectives and to feel heard. Having a group spokesperson share the highlights of their breakout group’s conversation, makes the large group aware of the range of perspectives in their midst faster than having every individual talk in the large group.
- Periodically instruct everyone to stand up for a short activity. You might just be asking them which project team they wish to join or to read the 5 possible next steps on the screen and share which they think should be tackled next. Standing up for 3 minutes is enough for blood flow to the brain to increase, enhancing the value we will add to and take away from the meeting.
Which tip could increase the effectiveness of your virtual meetings? What is the date of your next meeting and how will you incorporate this idea?
I would love to hear other ways of engaging people in virtual meetings. What else have you experienced?
Trust is like the glue that holds a team together and makes it thrive. When people on a team trust each other, it's like they're saying, "Hey, I've got your back." This trust lets everyone bring their best ideas and skills to the table without worrying about being judged or overshadowed. When you feel trusted at work, you're more likely to take risks and share new ideas. You're not afraid to step up when challenges arise. This kind of environment isn't just productive; it's where problems get solved in ways no one person could do alone. But trust isn't a one-way street. It's about finding that balance. The best professionals know how to be open and vulnerable while also setting clear boundaries. They understand when to give trust as a way to build strong relationships and when to protect themselves from being taken advantage of. The key is finding that sweet spot: trusting enough to foster collaboration and teamwork but also staying grounded to navigate professional relationships wisely. This balance creates a workplace where people feel safe to speak up and take risks, yet everyone is accountable for their actions. Trust isn't just nice to have—it's essential for a thriving team and a successful career. 👉 For additional tips on building trust, check out David Horsager’s 8 Pillars of Trust from his book The Trust Edge: David Horsager’s 8 Pillars of Trust (PDF)
Change is one of those things that’s easier said than done, right? We all love the idea of progress and innovation, but when it comes down to actually shaking things up in our workplaces—well, let's just say not everyone is on board from the get-go. Did you know that around 70% of the time, those big change efforts in organizations flop? It’s not because people hate new ideas. It’s more about feeling unsure when things aren’t predictable anymore. We like our routines! So, how do you actually make change stick? Well, it’s all about how you sell it. Leaders need to really explain why these changes matter, not just for the company’s bottom line, but for everyone involved. Keeping everyone in the loop and being straight-up about what’s happening can build trust and calm those nerves. Here’s the secret sauce: get your team involved early on. Show them some quick wins to get everyone excited. And don’t ignore the stuff that’s gonna hurt a bit—acknowledge those losses and help people through them. Oh, and don’t forget the training and support they need to actually succeed in this new setup. The best changes aren’t about tearing everything down and starting over. They’re about building on what’s already great and moving toward something even better. When people feel like they’re part of the plan, not just watching it happen, that’s when magic really starts to happen. So, think about it: how does your company handle change? Got a game plan for making sure your leaders and teams are all on the same page? If you’re looking to level up your leadership skills and tackle change head-on, drop Cathie a line at cathie@agonleadership.com or shoot a text to 440-320-3113 with “Workplace Leadership” in the subject line. Let’s chat about how to make your next big change a smooth ride for everyone involved.