Here's how you can effectively facilitate virtual meetings and presentations as a remote leader.

I read recently that every hour of a presentation represents 8-12 hours of preparation - no matter whether the presentation is in person, virtual, or hybrid. So, this definitely involves more than having your slides ready! You should be sure to have included all of the best practices of adult learning theory, instructional design, etc.

Meaningful preparation helps us to have smooth presentations whether virtual or physical .It takes off unnecessary stress and anxiety . Preparing well also enables us maximize our time while increasing productivity. Calling people together for a presentation without due preparation is a form of disrespect to our audience.

As a remote leader, I found myself navigating the challenges of facilitating virtual meetings. I encountered technical hiccups and struggled to engage participants. Determined to improve, I dedicated time to preparation and familiarized myself with the video conferencing tools, tested the equipment, and crafted an agenda. During my next meeting, I encouraged active participation by initiating discussions and asking for input. I noticed a significant improvement in engagement and collaboration. With each virtual interaction, I refined my facilitation techniques, maintaining professionalism and ensuring efficient time management. I actively sought feedback from the team, incorporating suggestions to enhance my facilitation skills further.

Preparation reduces cognitive load and anxiety, allowing you to focus on delivery. According to a study by the University of Minnesota, well-prepared presenters are perceived as more credible and effective. - Create an agenda and share it with participants in advance to ensure everyone is on the same page. - Use a checklist to ensure all technical aspects are tested and ready before the meeting. This includes testing your internet connection, microphone, camera, and any software or presentation tools you will use.

Know the intention of the session you are running. What is your message, who are your audience and why should they care. Have connect ready and know your VC tools but remember to connect, VC tools are only a conduit to connect.

An engaging way to share the ground rules is to practice them as you state them. For example, “lets all find the raise hand button” followed by something a little fun or lighthearted like “click the raise hand button if you’ve already been outside (or anything else that can break the ice) today. I’ve found that it’s important to keep this part moving quite fast - it creates some energy, plus people are eager to get into the meeting.

I once was a remote team leader grappling with disorganized virtual meetings. Determined to improve, I worked on implementing ground rules: muting mics to curb background noise, utilizing the 'raise hand' feature for orderly discussions, and respecting time zones on when I started and ended meetings. These guidelines transformed my meetings into focused and respectful sessions, enabling smoother communication and increased productivity. Through this experience, I learned the importance of setting clear expectations for virtual interactions, fostering a more efficient and cohesive remote team environment.

Research by MIT found that clear meeting protocols increase productivity by 20%. ? Start the meeting by outlining rules, such as muting when not speaking, raising hands to speak, and using chat for questions. ? Create a fun visual slide or infographic that outlines these ground rules. This can make the rules more engaging and memorable for participants.

Break the ice, get people to say hi and chime in. Make sure cameras are on, we have this as part of our T&C's when we run virtual sessions. I always say a camera off is like lying under the boardroom table. Everyone needs to show up and be virtually visible. Create rules of engagement, send prior to session if possible.

Absolutely ,setting ground rules is a major part of the preparation. Team members are clueless of what is expected of them when the rules aren't spelt out early enough and can lead to negative or incomplete outcomes

One way to engage participants is to set an expectation before the meeting that they'll need to contribute or participate in some fashion. Perhaps it's a status update, sharing a recent win, sharing a 'pro tip' on what's working well for them now, or competitive intel. Not only will this have them invested in preparing for the meeting, but they'll have an active role during the meeting and stay engaged. In other words, make them an active contributor to the meeting, not just a passive attendee.

Keeping people interactive is key in order to bring your session to life. Use polls and lots of break out rooms with fun and thought provoking skills practice to implement learnings. If you are facilitating then drop in and out of rooms to check in and be able to comment and "theme weave" what you have seen. Get all participants to share what they have learnt. Ask questions ongoing and ensure everyone is included and contributing.

Observing periodic breaks during the sessions especially when it is going to be a long one helps participants to unwind and refresh. Eliciting feedbacks from them on their takeaway points after the break is over could be a great way to keep them engaged and active

I started to notice in my team meetings that participants were struggling with engagement. I felt like I was just pulling people a long and there wasn't good energy. I decided to incorporate interactive elements like polls and breakout rooms. The break out rooms were really effective, because people need to focus when they are in a room of 3 or 4 and can't do other work really. I worked on my prompts for those breakout rooms with encouraging questions. It started to directly better involve quieter team members and transformed the dynamic. Soon, meetings became lively exchanges of ideas, fostering collaboration and ensuring everyone felt valued. Its being curious on what's working and what's not and then making adjustments.

Engaging participants activates their brain’s reward and motivation centers, enhancing attention and retention. A Gallup study found that highly engaged teams show 21% greater profitability. ? Use interactive tools like polls, Q&A sessions, and breakout rooms to keep participants actively involved. ? Add short, interactive activities, such as icebreakers or quizzes related to the meeting topic, to maintain engagement and energy levels.

No one likes a meeting that goes over time. It's like the second it goes over the expected time, everyone gets antsy and wants to leave. No matter how engaging the meeting is. This is a great place where you can under promise and over deliver. If you consistently end your meetings a little short of the allotted time, people will start to more appreciate you meetings. Don't end them too short, because then people will start to expect a short meeting from you. Come prepared with an agenda that allows for ample time for comments and interaction and where you're not trying to pack to much into the meeting.

A survey by Atlassian found that the average employee spends 31 hours in unproductive meetings each month. ? Allocate specific times for each agenda item and stick to the schedule to respect participants’ time. ? Use a visible timer during the meeting to keep track of time and gently remind participants when it’s time to move on to the next topic. This visual cue helps everyone stay on track.

A great way to manage time more effectively could be to set " expected time" for dismissal even before starting. This helps participants plan better and enables the hosts keep eye on the clock without overshooting unnecessarily

I never fail to send out summary and action exercises at the end of my virtual meetings .I take the lead by doing what needs to be done and sharing evidence of completion to inspire others to execute theirs as agreed in the meeting. This helps to build trust in the leader and fosters loyalty in team members

After I finish a virtual team meeting, I know the work isn't done. Its so helpful to promptly send out a summary, highlighting key decisions, responsibilities, and deadlines. This follow-up ensures everyone is clear on action items, even those who missed the meeting due to technical issues can be caught up on the meeting and know what is going on. By maintaining momentum and accountability, I find it keeps the team aligned and on track. Making sure you send timely follow-ups can become a crucial part of your leadership style, reinforcing discussions and fostering a culture of clarity and efficiency. Which are all things to foster great leadership reputation.

According to Harvard Business Review, effective follow-up can improve team performance by up to 25%. ? Send a summary of key points, action items, and deadlines immediately after the meeting. ? Use an email template for follow-ups that includes sections for meeting notes, action items, and next steps. This saves time and ensures consistency in your communications.

Rehearse out loud. We always sound brilliant and flawless in our heads. What's important is how you deliver your message. At a minimum, rehearse how you begin and how you end. This way you establish credibility at the beginning and ensure a strong close that supports the message. Allow others to provide feedback on what's working and how it's landing.