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What are some tools or techniques that can help you plan and run effective virtual meetings?

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Virtual meetings are becoming more common and essential in today's work environment, but they also pose some unique challenges and opportunities. How can you plan and run effective virtual meetings that engage your participants, achieve your objectives, and make the best use of your time and resources? Here are some tools and techniques that can help you improve your virtual meeting skills.

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1 Choose the right platform

The first step to plan and run effective virtual meetings is to choose the right platform for your needs and preferences. There are many options available, such as Zoom, Teams, Google Meet, Webex, and more, each with different features, functions, and costs. Consider factors such as the number and location of participants, the level of interaction and collaboration required, the security and privacy of the data, and the compatibility and accessibility of the devices. Compare and test different platforms before deciding which one suits your virtual meeting goals.

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2 Prepare an agenda and share it in advance

The second step to plan and run effective virtual meetings is to prepare a clear and concise agenda that outlines the purpose, topics, and outcomes of the meeting. An agenda helps you stay focused, organized, and on track during the meeting, and also sets the expectations and responsibilities of the participants. Share the agenda with the participants at least a day before the meeting, and invite their feedback and input. This way, you can ensure that everyone is on the same page and prepared for the meeting.

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3 Establish ground rules and norms

The third step to plan and run effective virtual meetings is to establish some ground rules and norms that guide the behavior and etiquette of the participants. For example, you can ask everyone to mute their microphones when not speaking, to use the chat or raise hand function to ask questions or make comments, to avoid multitasking or distractions, to respect each other's opinions and perspectives, and to follow the agenda and time limits. Communicate these rules and norms at the beginning of the meeting, and remind or enforce them as needed throughout the meeting.

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4 Use interactive and engaging methods

The fourth step to plan and run effective virtual meetings is to use interactive and engaging methods that keep the participants interested, involved, and motivated. For example, you can use polls, quizzes, surveys, breakout rooms, whiteboards, games, or other tools to stimulate discussion, feedback, brainstorming, problem-solving, or decision-making. You can also use visual aids, such as slides, graphs, charts, or videos, to illustrate your points and make them more memorable. You can also use humor, stories, anecdotes, or examples to make your meeting more lively and relatable.

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5 Monitor and adjust the meeting dynamics

The fifth step to plan and run effective virtual meetings is to monitor and adjust the meeting dynamics as you go along. Pay attention to the verbal and non-verbal cues of the participants, such as their tone, expression, body language, or participation level. Notice if anyone is dominating, interrupting, or withdrawing from the conversation, and intervene accordingly. Encourage questions, comments, suggestions, or feedback from everyone, and acknowledge their contributions. Adapt your pace, tone, style, or content to suit the mood, energy, and needs of the group.

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Colleen Thompson

I help leaders set and achieve goals by simply framing the complex, leveraging 20+ years of corporate strategic planning and program management. Environmental, digital, safety, infotainment and branding.
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I have found that a good way to check on an important point, especially when people are muted and off camera, is to do a negative poll - for example, rather than assuming everyone is ok with a decision or plan of action, I ask "is anyone NOT ok with this?" and allow a few seconds to make sure.

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6 Follow up and evaluate the meeting outcomes

The sixth and final step to plan and run effective virtual meetings is to follow up and evaluate the meeting outcomes after the meeting is over. Send a summary of the key points, action items, deadlines, and responsibilities to the participants, and ask for their confirmation or clarification. Solicit their feedback on the meeting process, content, and results, and use it to improve your future meetings. Celebrate the achievements and successes of the meeting, and recognize the efforts and contributions of the participants.

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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?

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Tanya Tagieff

Reporting Specialist
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Don't forget to ask about being inclusive. Find out what people need to be successful in the meeting and do your best to accommodate them. For example - there might be a participant who lip-reads so having the speaker on camera is important to their success. Captions are great but sometimes transcribe incorrectly and they miss the emotions seen on faces.

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Ana Karen Nava

Legal Counsel | Business Law | Problem Solver & Digital transformation| MBA| Compliance
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-It is important to have visibility of the minutes or follow-up actions during the meeting to avoid spending unnecessary time. Some platforms allow you to take minutes online in addition to summaries. - Consider the time zone of most participants. In your case, verify in advance that the time zone is correct.

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What are some tools or techniques that can help you plan and run effective virtual meetings?

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1 Choose the right platform

2 Prepare an agenda and share it in advance

3 Establish ground rules and norms

4 Use interactive and engaging methods

5 Monitor and adjust the meeting dynamics

6 Follow up and evaluate the meeting outcomes

7 Here’s what else to consider

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