People can communicate and exchange information in real-time via a well-run virtual meeting without having to be present at the same physical location. In fact, virtual meetings can be even more effective than physical ones, in the presence of digital tools and in the absence of distractions.

Set an Agenda

First things first, set an agenda. Setting up an agenda before the meeting offers structure and aids in maintaining focus. You may also use the agenda to increase interaction in the meeting with a little forward planning.

By distributing the agenda in advance, you level the playing field and give everyone involved time to think about what will be discussed. To give people enough time, we advise sharing at least 24 hours in advance.

Make Use of Visuals

It takes a lot more effort to follow along in a virtual conference since our eyes automatically move from speaker to participant as we try to scan the room. According to research, looking in the mirror and seeing your own face tends to make you feel more self-critical and can be more psychologically draining.

Visuals make it easier for people to follow along (65% of people learn best visually) and feel more at ease participating in a discussion about what is being communicated. 

Consider Time Zones

You might not be able to include everyone in all of your virtual meetings, but you can make sure that everyone participates in some of them. Therefore, work around people’s primary work hours and the time zone they are in to ensure that everyone is involved.

Working across different time zones can be confusing, but we’ve mastered the art of making the best out of it.

As a general rule of thumb, scheduling in time is the go-to strategy when juggling with different time zones, given that last minute changes are hard to make in these situations. 

Make sure to:

• Stick to pre-scheduled meeting times 
• Ask for peoples’ preferred contact times in advance
• Schedule around peak productivity hours
• Exchange work numbers to quickly resolve no show-ups
• Understand that some meetings can be an email 

In the Meeting

Now that everything is prepared and organized, it’s time to begin the meeting. We advise adhering to these guidelines for virtual meeting best practices once you are in the room:

• Use a camera when suitable
• Highlight important points
• Don’t wander off-topic for long
• Take notes on what counts
• Have clear to-do points
• Take breaks in long workshops

When everyone participates actively in the debate and has the chance to add something concrete, virtual meetings are most effective. Use the best innovative platforms for the most effective virtual meetings. Keep an eye out for interactive engagement elements that encourage collaboration.