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If you’ve ever found yourself challenged by leading a meeting online, you’re not alone. According to a recent poll by the software company Slido, nine out of ten meeting organizers agree that virtual events present unique challenges.

Imagine this scenario: one moment, you’re reviewing a spreadsheet, and the next, you’re pondering what to have for lunch. Perhaps you’re even tempted to sneak a peek at the menu of that new Indian restaurant nearby. Keeping participants engaged demands extra effort when everyone is logging in from different locations.

Here are some strategies to ensure your next online meeting is a success:

Pre-Meeting Preparations:

· Opt for Video: Video conferencing is the closest approximation to an in-person meeting. Attendees are more likely to stay engaged when they can see each other’s faces and body language, enriching the discussion.

· Test Technology: Conduct technology checks in advance to avoid wasting valuable meeting time. Test video and audio quality and have additional devices like microphones on standby if necessary.

· Share the Agenda: Distribute the meeting agenda and supporting materials beforehand. An agenda gives attendees time to prepare, process their thoughts, and seek input from others as needed.

· Rehearse: Practice what you plan to say to boost your confidence and improve delivery. Recording yourself can be helpful for self-assessment.

· Be Flexible: While ideal meeting conditions involve quiet and private spaces, accommodate employees who may still be adjusting to remote work. An accommodation might entail attending to a baby or reminding others to mute when not speaking.

During the Meeting:

· Warm Welcome: Log in early to allow time for socializing. Small groups can share brief updates, while larger groups can introduce themselves. Knowing each other’s names and roles facilitates interaction.

· Assign Responsibilities: To prevent disengagement, assign specific tasks to each participant. Rotate responsibilities such as note-taking or managing interactive tools. Encourage staff to prepare short presentations related to their expertise.

· Facilitate: Appoint a facilitator to maintain a smooth flow and encourage participation. A facilitator can be a staff member or an external consultant.

· Breakout Sessions: Consider dividing into smaller groups for more focused discussions. Choose platforms with features supporting breakout rooms.

· Diversify Agenda: Long speeches may lead to distractions. Keep attendees engaged with interactive elements like polls, quizzes, and regular breaks.

Post-Meeting Follow-Up:

· Conclude Effectively: Summarize key accomplishments, clarify deliverables, and discuss next steps. Allow each participant to provide feedback.

· Seek Feedback: Send a written survey to gather feedback on the meeting experience. Ask participants what they liked and what they would change.

· Provide Resources: Record the meeting for those unable to attend and share it as a podcast. Recordings help keep everyone informed and serve as documentation for any needed clarifications.

Mastering the art of leading successful virtual meetings involves creating valuable and enjoyable sessions. Experiment with techniques that foster interaction and collaboration and enable you to achieve your objectives while leveraging the convenience of online connectivity.