How To Run a Successful Virtual Meeting: 5 Tips, Tricks & Ideas
What is a Virtual Meeting?
A virtual meeting is where two or more individuals come together online to collaborate and talk in real time. Many remote and hybrid companies utilize virtual meeting softwares such as Zoom, Skype or Google Meet. Although these softwares are great, employees have stated that they have a feeling of Zoom fatigue.
Breaking Down Zoom Fatigue
If you haven’t heard the phrase Zoom fatigue yet, it basically means that team members feel tired and bored of sitting on a screen all day listening to their monotone team members. Days are filled with conferences and many people don’t have the ability to focus during back to back meetings. It’s great to check in with your coworkers to make sure they’re not feeling Zoom fatigue. Don’t worry, below you’ll read about how to successfully run a remote meeting without feeling Zoom fatigue.
How To Run A Successful Virtual Meeting
Teams all over the world communicate through video chat apps, messaging products, and productivity tools. Company’s struggle with ways to keep employees engaged and energized. Here are five ways to ensure that your teams stay excited about their next virtual conference call:
1. Make It Interactive
The main reason people feel fatigue is because the video chats they attend are not exciting enough. Employees lack engagement, which results in frustration and boredom. A great way to make the virtual meeting interactive is by using collaborative tools, such as white boards, where everybody can contribute and offer something to the table. If one person is dominating the conversation, the video call can be quite tiresome. If that person asks questions and includes other co-workers, it is more likely that team members will look forward to the group video conference.
Here are a list of activities that can make your meeting more interactive:
Start with a mini trivia round related to the topic of the meeting.
Use collaborative tools such as white boards or Google Docs.
Have a brainstorm session to encourage employee engagement.
Host weekly lunches, where employees can talk and eat. Who doesn’t love food?
End the meeting with a funny caption contest.
2. Find Alternatives to Zoom, Google Meet and Skype
Although Zoom, Google Meet and Skype get the job done, are they fun enough to keep your employees coming back for more? What if there is a better software out there that could satisfy your team's needs?
Virtual office platforms are new and upcoming. If your team hasn’t used one yet, it may be time to start looking into which platforms are best for you. A great example of a virtual office is a platform called Kumospace. This virtual workspace allows your team members to be creative, collaborate, get work done and just have fun! It is a great tool to utilize within your day to day activities and it minimizes long meetings. Employees are able to have real life situations occur in the virtual world. Teammates can run into each other in the virtual hallways on the way to a meeting or hang out in the common areas. The best part is that each employee can decorate their own office to their liking and change it as many times as they want. Learn how you can customize your virtual office.
Virtual office platforms are a step up from the long Zoom calls. They allow teams to look at more than just faces throughout their group chats while moving collaborative conversations away from rigidly schedules into quick chats. These culture and productivity tools give the feeling like you’re in a real office remotely and allows team members to have the best of both worlds: an office setting while being in the comfort of their own home or an Airbnb somewhere.
3. Collaborate and Stay On Track
Collaborating with colleagues is key to company growth. Asynchronous communication will play a huge role in getting work done while working remotely or even if you’re hybrid. Some asynchronous tools include Slack, Microsoft Teams, or email. Although this method is great for checking in on tasks, synchronous communication is key to get things done quickly and efficiently, which is why virtual offices and productive meetings help speed up the process.
It’s also important to stay aligned on goals and objectives, so checking in with your team is crucial. Having weekly sync meetings to see what your team has been up to will help prioritize what’s important. Collaboration and staying on track is critical, especially if you are expanding your team.
4. Allow time for Questions
Questions are extremely important throughout virtual meetings. It allows team members to fix any confusion about a task or bring up thoughts that might help with efficiency. A good presenter can keep their team engaged by checking in every couple of slides throughout the meeting. A flexible nature helps create a good conversational environment rather than having your team feel like they are sitting for a lecture.
And remember, no question is a dumb question. Having a safe space where employees can really deep dive and fully understand the task at hand will ensure a smooth and speedy project.
5. Make time for FUN!
Last but surely not least, make time for FUN, especially when you’re remote or hybrid. Ensuring that team members can get to know each other allows them to be comfortable in meetings. This will help your virtual meetings be more exciting, which will overall make employees enjoy the process.
Remote Meetings Are Amazing...
Remote meetings are amazing if conducted in the correct way. To recap for a great virtual meeting:
Making video chats interactive is a great way to keep team members engaged.
Finding the right software for your meetings will help individual members stay connected and your company's overall growth.
Collaborating and staying on track can make your work days more efficient and productive.
Questions are an important part of the learning process. Having a safe space in your virtual meetings will allow your employees to clarify anything they are uncertain about.
Rad has over 7 years of experience in Marketing. Currently, she is the fun Digital Marketer at Kumospace. She leads initiatives such as influencer marketing, SEO management, and social media to name a few. Outside of work, Rad enjoys traveling, working out, and spending time with her family and friends.