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”