How do you engage remote participants in virtual business meetings?

1 Prepare in advance

Before you host or join a virtual meeting, make sure you have the right tools and equipment to ensure a smooth and professional experience. This includes a reliable internet connection, a good microphone and camera, a quiet and well-lit environment, and any software or platforms you need to access or share information. Also test your audio and video quality, mute notifications or background noise, and close unnecessary applications or tabs on your device. Send out the meeting agenda, objectives, and expectations to all participants beforehand, and ask them to confirm their availability.

2 Set the ground rules

At the start of the meeting, establish some ground rules to help everyone stay focused and respectful. For example, you can ask everyone to mute themselves when not speaking, raise their hand or use the chat function to indicate when they want to speak, avoid multitasking or checking their phones, and respect the time limit and agenda. Also introduce yourself and the other participants, especially if some of them are new or unfamiliar to each other, and explain the purpose and format of the meeting.

3 Encourage participation and feedback

One of the main challenges of virtual meetings is keeping remote participants engaged, as they may feel isolated or disconnected from the group. To avoid this, try to involve them as much as possible by asking them questions, soliciting their opinions, acknowledging their contributions, and giving them opportunities to speak. You can also use interactive features, such as polls, quizzes, breakout rooms, or whiteboards, to stimulate discussion. Monitor the non-verbal cues and reactions of the participants, such as their facial expressions, body language, and tone of voice, and adjust your communication style accordingly.

5 Follow up and follow through

After the meeting, follow up with the remote participants to ensure they understood the outcomes of the meeting and feel appreciated. Do this by sending a thank-you note, meeting summary, or feedback survey, and asking them if they have any questions, concerns, or suggestions. You should also assign and track the tasks that were agreed upon during the meeting, and provide support and guidance if needed.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?