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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?
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Rory Vaden, a well-known author and speaker, highlights a common challenge many face: avoiding hard tasks or jobs we don’t enjoy. This avoidance can be one of the biggest barriers to achieving our goals. Instead of tackling these important tasks, we often find ourselves busy with less significant activities, distracting ourselves without even realizing it. Many people fall into the trap of responding to urgent tasks and interruptions, which can lead us away from what truly matters. For example, we might spend hours answering emails or checking social media, thinking we’re being productive, but we’re actually avoiding the important work that needs to be done. To overcome this challenge, Vaden suggests being disciplined about our time. One effective strategy is to decide to tackle important tasks early in the day when our energy and focus are at their peak. By prioritizing these tasks, we set ourselves up for success and make significant progress toward our goals. Staying focused on what matters most is essential for high achievement. With practice, we can learn to recognize our avoidance behaviors and develop habits that help us stay on track, ensuring we use our time and energy wisely to accomplish what truly counts.