Our meetings can still be impactful even if they are carried out virtually. The following is a list of guidance to help make the most of your virtual meetings:

1. Use your cameras

- Cameras on.
- No exceptions (unless technically not feasible)

2. Be Point Blank in your meetings

- Get to the point within 30 to 60 seconds. Don’t wander off
- Ensure everyone in the call is aligned
- Activities should be shorter in duration and more focused
- Typically, we’re used to activities ranging from 30 to 45 minutes when in person
- Virtual activities should be 15-20 minutes max. Keep participants focused and on task

3. Preparation. Preparation. Preparation

- Preparation for standard sessions is important, but usually in person meetings are more fluid based on the flow in the room.
- Have a clear agenda for every session so you can get right to work. Longer set-ups don’t work virtually as participants will drift

4. What’s the point?

- Outputs and outcomes are even more important virtually, they need to be more focused and specific
- Ensure everyone on the team is aligned with action items and the next steps when finishing a call

5. Breakouts / Activities

- “Virtual Breakouts” could be a great way to get different groups thinking.
- Ensure there is a moderator / facilitator in each breakout to keep participants on track

6. Eliminate Background Noise & be conscious of your background

- Our speakers pick up everything from paper that’s moved to a cup of coffee being placed on a table
- Think through what attendees will see behind your face in a virtual session. Try to minimize back drops that will cause distractions

7. Utilize Voice & Video

- When multiple people are in the same room, the unidirectional computer microphones don’t pick up voice as well as a phone
- Consider using a phone for voice and mute the speaker and microphone on your computer as it will just be used for video

8. Physical Movement Engages

- Make participants do something physical while on camera
- It can be fun or serious but try to get people moving and physically having to interact with their body
- Gladiator thumbs up voting? Virtual “rock, paper” scissors” when there is a decision point?

9. Mind your language

- Use simple language without idioms or cultural references to express ideas
- We don’t want comprehension issues among attendees
- Speak clearly and more slowly
- Be mindful of our communication style

10. Avoid multitasking

- For virtual collaboration to be effective, everyone on the call needs to be engaged and focused
- Watch faces, posture, expressions from attendees as you progress on the call
- Try to engage the audience members who are “tuning out”