How to Hold a Productive Virtual Meeting

March 25, 2020
With so many of us suddenly working from home, the ability to host virtual meetings has become essential. Here are some tips on how to schedule and run an effective virtual meeting with your team.

1. Use video.

Being able to see everyone will help all participants feel like they’re at the same meeting. Use video conferencing technology – such as Zoom, Microsoft Teams, or GoToMeeting – rather than traditional conference dial-ins to personalize the conversation and keep participants engaged. That said, always provide an audio dial-in option, just in case, because video relies on a strong internet connection that may not always be available.

2. Test technology prior to the scheduled meeting time.

Nothing kills momentum at the beginning of a meeting more than multiple participants having issues with their video, microphone, or audio. Prior to a virtual meeting, all participants should test the technology, make sure they have completed all necessary downloads, and that they are comfortable with the major features.

3. Set expectations and an agenda.

It’s important to manage participants’ expectations about meeting goals, discussion topics, and various roles and responsibilities. It’s best to set these expectations clearly in your calendar invite, as well as the agenda. Structure your meeting into appropriate topic categories, build in opportunities for participation from team members, and include time for questions at the end.

4. Assign the facilitator and team roles.

Assign responsibilities to your team members during the virtual meeting, including a meeting leader to guide the conversation and a note taker. This way, everyone becomes more engaged because they know they need to perform specific tasks.

5. Use PowerPoint slides or screen share.

If you’re reviewing content that could benefit from everyone viewing the same work at the same time, utilize screen sharing. This allows everyone to see the exact same thing and guarantee there aren’t miscommunications.

The Latest

Check out the most recent posts

The “New” Office Life: One Year Later

The “New” Office Life: One Year Later

When COVID-19 disrupted the world in March 2020, everyone was forced to alter their typical routines. What initially started as a two-week lockdown turned into our “new normal;” and even when the world gets back to business post-COVID, many changes to how we work are expected to last.

Finding Quality Products Starts with You

Finding Quality Products Starts with You

When we think about quality, we often think about how well or poorly something is made. With paper, that’s partially true. The manufacturing process is important in creating a quality sheet, but what’s more important in determining total quality are performance and outcomes – how well-suited a paper is for what you need to accomplish.

Top selling claim measured by NPD Group, a global leader in market research and customer insight; Total Boise Paper brand revenue from January 2014 – November 2017