How to Run Engaging and Productive Virtual Meetings

You’ve got a great idea for a meeting, but you’re worried people won’t be able to keep up. You need to share content quickly, and are concerned that some participants will struggle with the pace of the meeting. Fortunately, there are steps you can take to ensure everyone stays engaged so you can maintain productive virtual meetings.

1. Present the agenda in advance.

The agenda is a critical component of any meeting, virtual or not. Presenting it in advance helps participants prepare for the meeting by ensuring they understand what will be discussed and when.

The first step is to provide an agenda at least 24 hours before your virtual meeting starts; this gives people time to review it and prepare questions or comments if necessary. You should also include any relevant documents related to the agenda items (e.g., minutes from previous meetings).

Your agenda should include:

  • A title, date and time of your next virtual session;
  • An overview of what will be discussed during each session;
  • Who all will participate in your upcoming event (including yourself);

Finally, remember that while you’re responsible for providing an agenda with enough information, so everyone knows what’s coming up during each session–you don’t have control over how long those sessions actually last! That means there may come times when someone asks questions beyond what was originally planned–which is fine! Just make sure everyone understands how much time remains before moving on, so no one feels rushed into making quick decisions without considering every angle first.

2. Be clear about who will be participating and who is listening.

First, make sure everyone knows who is participating in the meeting. Use tools that allow you to see each other’s faces or hear each other’s voices. If you are using a free conferencing tool like FreeConference.Com and not everyone can see each other, then it won’t be as effective as it could be.

If your company has decided on using text-based tools, then make sure everyone can still see each other by putting the chat window at the bottom of your screen so that it doesn’t get in the way of seeing one another’s faces.

3. Set a driving schedule for the meeting.

When you’re working with multiple participants in different locations, it’s important to set a driving schedule for the meeting. This will help you ensure that everyone has enough time to share their thoughts and that no one is left out of the conversation.

When scheduling virtual meetings, consider the time difference between participants as well as their schedules. For example: if someone is in Australia, and they have an hour-long commute home after work every day at 6 pm local time (which would be 9 pm in New York), then setting up a call at 4 pm EST may not be feasible for them–they would still be stuck in traffic when we start our call! Instead, try scheduling calls earlier or later than normal business hours so that everyone has equal access to participate without feeling rushed from other commitments during breaks between sessions.

You should also consider setting limits on how long each session lasts, so people don’t feel like they’re being forced into too much conversation at once. Finally, set an overall limit for how long each meeting should last before moving onto another topic – this will help keep productivity high while keeping people focused on what matters most!

4. Identify the purpose of each session from the beginning.

One of the most important things you can do to ensure that your virtual meetings are productive is to identify the purpose of each session from the beginning. Organize the team meeting agenda for each meeting and keep track of what has been discussed and what remains to be addressed. You might even want to include a list of action items at the end of each agenda, so participants know exactly what steps need to be taken next. For IT companies, leveraging technology effectively can enhance virtual meetings, ensuring efficiency and active participation.

Keeping a focused conversation on track may be easier said than done when working remotely, but it’s worth taking steps toward this goal early on in order not only to keep things moving along smoothly, but also allow all participants equal opportunity for participation!

5. Keep participants focused by monitoring their understanding as needed.

Try to keep participants focused by monitoring their understanding as needed. This can be done using a tool like Poll Everywhere or Slack, which allows you to ask questions and get real-time feedback from participants in the meeting room. If a participant seems confused about something, ask them for clarification before moving on with the presentation. If a participant is off task, let him know that you would like him to focus back on the presentation by mentioning his name and asking him if there are any questions he would like answered before continuing with your talk or presentation.

6. Use visuals to help participants maintain focus during the meeting.

You can use visuals to help participants maintain focus during the meeting. Here are some ideas:

  • Use images, charts and graphs. You can include them in your agenda or presentation slides. If you’ll be talking about an upcoming event or product launch, add a photo of what it looks like, so people will have an idea of what they’re getting themselves into.
  • Use a whiteboard app with voice chat capabilities (like Zoom). Whiteboards are great for brainstorming sessions where everyone has something to contribute but doesn’t want to interrupt anyone else’s thought process by speaking up too early or too often; this way, all participants can write down their ideas as they come up without having to wait until it’s their turn again!

7. Keep breaks short and infrequent.

Breaks are important, but they don’t have to be long. In fact, taking a break every 30 minutes or so can help participants refocus on the task at hand and avoid burnout. A good rule of thumb for virtual meetings is that breaks should last no longer than 5 minutes–and if possible, take them away from the screen (for example by going for a walk). If you can’t get away from your computer screen during a break, try pairing up with another participant who’s also interested in getting some fresh air!

8. Use a video conferencing platform with screen sharing feature.

If your company uses video conferencing tools like, make sure that the platform you use has a screen sharing feature. Screen sharing is a great way to share information with participants, and it can be used in many different ways:

  • You can show the participants what you are working on and ask for feedback or help with something they may notice that you don’t see. For example, if someone is having trouble finding something on their computer or tablet while they’re at home, they could share their screen with all the other meeting participants, so everyone can see what’s happening in real-time. This helps cut down on back-and-forth communication between people who aren’t right next door to each other but still want to collaborate on something together!
  • You can also use this feature when presenting slideshows during meetings because this allows everyone else in attendance access too! This means no one needs extra time preparing beforehand just for presentation purposes – just give them access when needed instead

9. Keep virtual meetings productive with careful planning.

You can keep virtual meetings productive with careful planning, clear communication and teamwork.

  • Plan carefully. Meetings that are poorly planned tend to be more chaotic than those that are well-thought-out in advance. Think about what you want to accomplish at the meeting, who should be invited and how long it will last (or if there are any time constraints). Having these details in mind will help ensure that everyone has a clear understanding of what’s expected from them during the meeting itself — and when it comes time for action items or next steps after the conclusion of your virtual gathering, everyone will know where they need to go next!
  • Communicate effectively during virtual meetings by keeping an open line of communication available between all participants throughout every step of planning, organizing and executing them successfully together with others online rather than just sitting back passively waiting.


The best way to make your virtual meetings productive is by being prepared. You can do this by having a clear agenda and purpose for each session, setting a driving schedule, and keeping participants focused on it throughout the meeting. You’ll also need to be alert for any signs that things aren’t going well and take steps immediately if needed (like short breaks or changing locations). Finally, teamwork is key when managing virtual meetings–don’t forget that there are other people involved in making sure everything goes smoothly!

This was a guest blog. Please review our guest blog disclaimer.

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About the Author: Mike Khorev

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Mike Khorev is a B2B SEO consultant who helps SaaS, software, IT, technology, B2B and start-up companies generate more sales and grow revenue online. He offers expert advice on marketing your company the right way through performance-based SEO, inbound marketing, conversion rate optimization, search engine marketing and many other online practices.

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