Top Practices for Organizing Effective Virtual Meetings‍

Nowadays, working from home and using online platforms and artificial intelligence is so commonplace that even non-tech geeks know how to make the most of their laptops.

From resume reviews with AI to online onboarding for a new job, we’re taking our professional journey to each new step with new tools from the comfort of our homes. So, if you have a new remote job, online meetings come with it, and they’re trickier than they seem. 

Virtual meetings have become a daily part of remote work life, with a huge spike in usage since 2020. As more teams work from home, knowing how to run a good virtual meeting is key to keeping everyone productive and communicating well. 

So, let’s take a look at a few issues and how you can solve them to ensure you and the people you are speaking with are productive during your 5th, 6th, or 7th online meeting of the day.  

Common Issues with Virtual Meetings

While virtual meetings have been the norm for only a few years now, research has still been done on the subject. Studies show that the average attention span during virtual meetings is about 10 to 18 minutes—much shorter than in-person meetings. 

The lack of physical presence makes it easy for minds to wander, especially when meetings drag on without interaction. 

In fact, according to a study, 92% of workers admit to multitasking during online calls. The same study also demonstrates that:

• 76% of employees prefer having meetings on specific days or times

• Only 43% of professionals believe on-camera meetings are better for productivity

• Women are 2.5 times more likely than men to experience “Zoom fatigue.”

These insights emphasize the need for strategic approaches to maintain engagement and combat fatigue in virtual meetings.

Tips for More Productive Online Meetings

While research has highlighted the problems people have with Zoom and Google Meet calls, researchers have found some data-driven best practices for conducting effective virtual meetings.

For example, keep meetings short — aim for a 45-minute maximum to align since the average attention span is only of 15–20 long.

Here are some other great ways to keep your meetings fresh without your colleagues tuning you out. 

Schedule meetings strategically

Tuesday and Wednesday are the best days for meetings. Avoid Mondays and Fridays when possible. Schedule during mid-morning or early afternoon when energy levels are higher.

Build in breaks for longer meetings

As mentioned earlier, you should avoid having meetings that last longer than 45 minutes, but sometimes it just can’t be avoided. Certain training, for example, can last up to 2 or 3 hours, so try to include a 5-minute break for every hour.

Gather feedback regularly to improve future meetings

By using these evidence-based practices, you can combat common virtual meeting challenges like short attention spans, multitasking, and Zoom fatigue while increasing engagement and productivity. 

The key is to be proactive about meeting design and facilitation to create a focused, interactive environment.

Take Advantage of the Best Software

Hopefully, you have a great laptop, which is step one to a successful remote job. But, when talking about meetings, certain tools can significantly impact the effectiveness and engagement of online discussions. 

Here are some key tips on making the most of your virtual meeting experience through technology:

• Try different interactive features: Use more than one feature, like breakout rooms for small group discussions and virtual whiteboards for brainstorming.

• Improve audio and video quality: Use noise-canceling headphones to reduce background distractions, and make sure you have proper lighting.

• Install productivity tools: Take advantage of screen sharing for presentations and demonstrations.

• Consider AI-powered assistants: Try out automatic meeting scheduling and reminders with AI tools. There is even real-time language translation for global teams.

By making use of these tools and features, you can create a more dynamic and productive virtual meeting environment that addresses common challenges like sound quality and lack of participation. 

Engaging Participants During the Meeting

Keeping everyone involved during virtual meetings can be a bit of a challenge, especially when certain coworkers are shy or new to the company, but there are some easy ways to make it happen. Start by using interactive tools like polls to quickly gauge opinions or Q&A sessions to address questions on the spot. 

Breakout rooms are another great option for encouraging smaller group discussions and allowing for deeper dives into specific topics. 

To help keep everyone focused, it's important to minimize distractions: set clear expectations at the start, stick to the agenda, and ask participants to close any unrelated tabs or mute their notifications.

• Use interactive polls and Q&A sessions to keep everyone engaged.

• Breakout rooms are perfect for more focused, smaller group discussions.

• Minimize distractions by setting clear rules and keeping the meeting concise.

Don’t forget to be a good facilitator or moderator who can guide the conversation, keep things on track, and make sure all voices are heard. 

Conclusion

Virtual meetings don’t have to be a drag! Remember to prepare with a clear agenda, keep participants engaged with interactive elements, and use the right tools to enhance the experience. 

Remember these quick tips that were mentioned above: 

• Keep meetings short 

• Use breakout rooms

• Always have a facilitator 

Also, remember to continuously seek feedback to refine your approach and find what works best for your team. With these strategies, you’ll be running smoother and more productive virtual meetings in no time.