Most Virtual Meetings Are Pointless—Here’s How to Make Yours Productive

In a world where remote work has become the new norm, the ability to run effective virtual meetings is more essential than ever. Whether you're leading a small team or facilitating executive-level discussions, virtual meetings come with unique challenges. Poor communication, lack of engagement, and tech disruptions can derail even the best-laid plans. But fear not—by applying the right strategies, you can transform your virtual meetings into productive, engaging, and result-driven sessions.

In this article, we’ll explore 15 best practices for virtual meetings, combining tried-and-true methods with expert insights from Sherpany, a leader in remote meeting management.

Why Are Virtual Meetings Different?

Before diving into the best practices, it’s important to understand the fundamental differences between virtual and in-person meetings. Remote meetings pose specific challenges, such as:

• Lack of Physical Presence: No shared physical space can result in less engagement, with participants feeling detached or distracted.
• Tech Readiness: Technical glitches are frequent disruptors, and not everyone is proficient with online meeting tools.
• Cultural and time-zone differences: When working across time zones, managing availability and cultural expectations can be tricky.

Despite these challenges, with the right approach, virtual meetings can be just as effective as their in-person counterparts.

Pre-Meeting Essentials: Laying the Groundwork

1. Set a Clear Agenda

Start by setting a clear, structured agenda for your meeting. Define the objectives and expected outcomes to keep everyone on track. Share the agenda in advance so participants can come prepared.

2. Choose the Right Platform

The right technology can make or break a virtual meeting. Whether it's Zoom, Microsoft Teams, or another platform, make sure it supports key features like video, screen sharing, and chat. Also, check if it allows recording for those who might miss the session.

3. Test Your Technology

Perform a technical check before the meeting, especially if you are using a new platform or device. A quick trial run can prevent unexpected disruptions during the actual meeting.

4. Time Zone Coordination

In a global workforce, scheduling can be a nightmare. Be mindful of participants' time zones to ensure you're not asking anyone to attend at unreasonable hours. Use scheduling tools to find the optimal time slot for everyone.

5. Assign Roles

For larger meetings, assign roles such as chairperson, timekeeper, and note-taker. This ensures the meeting flows smoothly and nothing is overlooked.

During the Meeting: Keeping Focus and Engagement High

6. Start with Small Talk

Virtual meetings can feel cold and impersonal. Break the ice with a brief round of small talk before diving into the agenda. This helps build rapport and encourages open communication.

7. Encourage Participation

In virtual settings, it’s easy for attendees to fade into the background. Create opportunities for interaction—ask questions, use polls, or assign everyone a task to keep engagement high. Encourage even the quieter participants to share their thoughts.

8. Keep the Focus Tight

Stay on track and avoid wandering off-topic. If the discussion drifts, the meeting chair should steer it back to the agenda. Keep in mind that brevity is key. Don't let the meeting drag on longer than necessary.

9. Use Engagement Tools

Leverage interactive features like polls, shared whiteboards, and breakout rooms. These tools are great for brainstorming and keeping participants actively engaged.

10. Maintain Strong Audio and Video Etiquette

Background noise and poor video quality can easily derail a meeting. Mute your mic when not speaking and encourage others to do the same. Ensure good lighting and a clutter-free background for a professional appearance.

11. Limit Meeting Length

Aim for shorter, more focused meetings. Consider breaking up longer discussions into multiple sessions if necessary. Following Elon Musk's advice, even five-minute meetings can sometimes be more effective than drawn-out sessions.

12. Use Two-Way Communication

One-way presentations often lead to disengagement. Foster two-way communication by encouraging dialogue and feedback throughout the meeting.

13. Stay Flexible and Adapt

While sticking to an agenda is important, remaining adaptable is key. If something unexpected comes up, be ready to adjust the discussion to address it.

Post-Meeting: Ensuring Follow-Through

14. Summarize and Share Meeting Minutes

Don’t let valuable ideas and decisions get lost after the meeting. Assign someone to take notes and send a summary to all participants. This ensures everyone stays aligned on next steps.

15. Send a Follow-Up Email

After the meeting, send a brief follow-up email that highlights key takeaways, action items, and deadlines. This keeps the meeting fresh in everyone’s mind and ensures accountability.

Additional Tips for Executive-Level Virtual Meetings

For executive meetings, a higher level of preparation and focus is needed. Senior leaders face heightened pressure to make strategic decisions, and virtual formats can sometimes hinder this process. Here’s how to elevate your executive meetings:

• Prioritize Security: Executive meetings often involve sensitive information. Make sure your virtual meeting platform is secure by using encrypted connections, password protection, and waiting rooms to control access.
• Ensure High-Quality Presentation: In an executive setting, presentation matters. Invest in high-quality video and audio equipment, and make sure your environment reflects professionalism. First impressions count—even online.
• Evaluate the Meeting: After each meeting, take time to evaluate what went well and where improvements are needed. Self-assessment can be a powerful tool for continuous improvement in virtual meeting management.

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Final Thoughts: The Future of Virtual Meetings

As remote work continues to rise, virtual meetings will remain a critical part of the business landscape. The success of your virtual meetings hinges on preparation, engagement, and follow-up. Whether you're hosting a weekly team catch-up or an executive-level strategy session, mastering these best practices will not only improve meeting outcomes but also boost team collaboration and productivity.

So, are you ready to transform your virtual meetings into powerful tools for success?