Holding Effective Virtual Meetings

Q. What are some steps one can take to better ensure that a virtual meeting will be effective?

A. In the RetireReady Blog, Edward Dressel suggests the following steps: 

1. Prepare. Always prepare, no matter how many times one has made the same presentation about the same material, and review the material. 

2. State the meeting goal. Doing so will help with: (1) content development; (2) staying focused during the meeting; and (3) communicating to attendees why they are there and what they can expect to gain from attendance.

3. Know the technology you’re using. Knowing how to use technology allows one to focus on content and the reason for the meeting, rather than logistics. 

4. Be visible. Using a webcam can helps in developing a personal connection with an audience. These suggestions may be helpful in using one:

• The webcam should be at eye level.
• Look directly into the lens. 
• If using a laptop, consider having an external webcam that provides higher-quality video and can be adjusted for height. 
• Beware of the background; clutter can distract the audience. 

5. Use small talk. Encourage small talk with the group before and after the meeting to create familiarity, facilitate informal conversation and make oneself seem more approachable.

6. Request (and use) feedback. Use feedback to try to understand what the audience was looking for in the meeting, and to gather suggestions. 

7. Always seek to do better. After a meeting, think about what went well and what could be done better.