Hosting a virtual team meeting for remote workers often requires that the way in which content is discussed or presented is altered so that everyone is actively engaged, even though the content may remain the same.
There has been a recent rise in the need for remote working and there are many options such as Zoom, WebEx or Join Me available to host meetings. All companies have different needs, but using a platform that permits audio, video and screen sharing allows for far better engagement than a conference call.
Ask your team members to provide feedback on how the virtual meetings can be improved. Technical glitches and awkward pauses are inevitable. Stay calm and use them to learn. Practice makes perfect!
Here are some tips on how to conduct an engaging virtual team meeting.
Implement Rules for the Virtual Team Meeting
A visual slide is a good way of setting expectations for virtual meetings with large groups.
Remember to record the meeting if you need to refer back to it at a later stage.
Communicate to your team members about your expectations on how engage in the virtual team meeting.
Common etiquette such as not eating during meetings or leaving the desk needs to be communicated as well.
Remaining muted in a virtual meeting until team members are answering a question or presenting is a good way to prevent background noise and creates an indication of someone wanting to speak.
Non-verbal communication and body language is an important part for an engaging meeting. Encourage team members to use the video feed.
Virtual Team Meeting Ice breakers
Virtual team meeting ice breakers are short activities that are designed to ease into a discussion or conversation. They could be discussions or games that break down walls between people in a group. It is always easier to start conversations when the people in the group are more relaxed and comfortable with each other.
Ice breakers also help people to get to know each other before working together in a team setting or project. Better trust and communication is developed when there is a secure understanding.
Structure of the Virtual Team Meeting
Communicating the structure of the virtual team meeting ensures that there is a flow to the meeting. Make use of a signal to allow team members to indicate that they want to provide input or ask a question. Most virtual meeting platforms also have tools that allow this.
Most virtual team meeting platforms also have a chat feature that allows you to get quick feedback from all team members without wasting time on individual video feedback.
Using Visuals in the Virtual Team Meeting
Virtual Team Meeting Agenda
An agenda is important for a virtual team meeting just like a normal meeting. It helps you to keep the meeting on course and on time and communicate what topics, expectations, preparation and outcomes are aimed for.
Don’t rush through the meeting agenda. Allow an opportunity for team members to take in the information or jump in. Some team members may also be working with slower Wi-Fi connections, and a pause helps them to stay on course with the virtual meeting.