How to lead a virtual meeting in thirteen steps

Virtual meetings have been replacing face-to-face meetings as business goes global. Virtual team members can be spread across multiple time zones and many different countries. For these reasons, leading a virtual meeting has more challenges than just choosing from the myriad of technology options for teleconferencing, video conferencing, or web/net meetings. Virtual meeting leaders must manage the meeting process, ongoing discussions, and special etiquette requirements. To run an effective virtual meeting, follow the appropriate thirteen steps below as needed based on the type of meeting being held.

1. Sign in early. This allows time to make sure the equipment and connections are working. If the meeting is being recorded, a sound check must be performed before others join the session.
2. Greet attendees when they log in. Or ask them to identify themselves to the group. Be sure to remind them to say their name before making comments or asking questions during a participatory meeting. If they are not adding your voice to the meeting, make sure they are muted so that noise from your location does not enter the meeting.
3. Check that everyone can see the images and use the tools. Can they view the presentation online or do they have a copy of the slides or other handouts handy? Do they know how to ask a question or submit a comment?
4. Review the team’s code of conduct. This could include no outside interruptions or distractions during the call, as well as participation requirements. A talk time per person should also be discussed and set to prevent things from escalating in the meeting.
5. Use a planner to keep up. This will keep everyone on track to achieve the desired results of the meeting. Make sure the group knows where they are in the process as the meeting progresses. Also be prepared to get agreement to make changes to the agenda if necessary to achieve the overall purpose of the meeting.
6. Move at a slower pace than on a live stage. Pause longer than usual between asking a question and waiting for an answer. Remember that there is often a short delay between live delivery and the time the message is received via technology. Therefore, it may take some time for a response to be formed and sent.
7. Avoid technical or corporate language during presentations. Different words can mean different things in various departments within the same organization. Please note that colloquialisms, acronyms and technical terms may be unfamiliar to some attendees.
8. Increase attendance by asking questions. If someone doesn’t seem to be participating, ask a question or request a comment directly using their name.
9. Use voting tools to vote quickly. For Yes/No and Yes/No voting, it’s easier and often faster to use a tool within the meeting software or a text/chat feature to get results.
10. Track decisions, action items, and other results. This can be done with a minute taker, a chat moderator, or using on-screen tools. When possible, it is best if participants can see the recorded information so they know they have been heard.
11. Follow up on items to be discussed later. In almost every meeting something comes up that does not relate to the current agenda. In this case, the leader should note the topic for the agenda of a future meeting or assign an investigative action. This way, the meeting can get back on track quickly.
12. Summary with action and achievement elements. Summarize the discussion, confirm the decisions made, and determine the next step for the group. Solicit feedback from attendees on what went well or suggestions to improve the next meeting.
13. Make sure the minutes are sent quickly. As with a face-to-face meeting, a record of the meeting and supporting documents should be sent to the participants within two days of the close of the meeting.

NOTE: For more tips, review the articles “Six Tips for Planning a Great Virtual Meeting” and “Five Great Things to Do After Virtual Meetings”

Following the necessary thirteen steps can prevent a meeting leader from having meetings that take too long, get sidetracked, or are ineffective. Although virtual meetings should be short, there’s no reason the leader shouldn’t learn to quickly follow through with the necessary steps as needed. Having run a meeting effectively, the leader will experience increased participation, completed action items, and other outstanding results from their virtual teams.