What are do's and don'ts of virtual meetings?

What are do's and don'ts of virtual meetings?

Building Rapport with Participants

Building rapport with participants is essential in virtual meetings as it sets a positive tone for the interaction. To achieve this, begin by acknowledging all attendees at the start of the meeting. This simple gesture helps in making everyone feel included and valued, fostering a sense of connection right from the outset. Additionally, using participants' names during the meeting can create a more personalized and engaging atmosphere, enhancing the overall interaction and making individuals feel recognized.

Another effective way to build rapport is by encouraging active participation from all attendees. Prompting individuals to share their thoughts, ideas, or experiences during the meeting can help in creating a collaborative environment where everyone feels involved and invested in the discussion. By actively listening to each participant and acknowledging their contributions, you can further strengthen the sense of rapport and connection among all meeting attendees.

Start with a Brief Icebreaker Activity

Icebreaker activities are a great way to kick off a virtual meeting by creating a friendly and welcoming atmosphere. Starting the session with a brief icebreaker not only helps participants feel more comfortable but also encourages interaction and engagement right from the beginning. Consider fun and light-hearted activities that allow everyone to share a bit about themselves, such as sharing their favourite movie or vacation spot. These activities can help break the ice and foster a sense of camaraderie among the participants.

Keep in mind that icebreaker activities should be inclusive and respectful of everyone's time. Opt for activities that are quick and easy to participate in, ensuring that they do not take up too much of the meeting's agenda. Choose activities that are simple yet effective in getting everyone involved and setting a positive tone for the rest of the virtual meeting. Remember, the goal of an icebreaker is to warm up the conversation and establish a sense of connection among participants.

Handling Technical Issues

When dealing with technical issues during virtual meetings, it is crucial to designate a technical support person who can assist with troubleshooting. This individual should be easily accessible to provide quick solutions in case any participants encounter difficulties with their audio, video, or other technology-related problems. By having a designated support person available, meeting organizers can efficiently address technical issues without causing disruptions to the flow of the discussion.

Furthermore, it is essential to ensure that all participants are well-prepared for the meeting by providing clear instructions on how to access the virtual platform and troubleshoot common technical problems beforehand. Offering a brief tutorial or demonstration on the platform's features can help attendees familiarize themselves with the interface and minimize potential technical challenges. Proactive measures such as providing a technical FAQ document or guidelines for troubleshooting can also contribute to a smoother virtual meeting experience for all participants.

Designate a Technical Support Person for Troubleshooting

When it comes to hosting successful virtual meetings, having a designated technical support person for troubleshooting can make a significant difference in the overall experience. This individual should be well-versed in the platform being used and comfortable addressing common technical issues that may arise during the meeting. By assigning this role to a specific person ahead of time, you can ensure that any technical challenges are promptly dealt with, minimizing disruptions and keeping the focus on the agenda.

Having a designated technical support person not only helps troubleshoot issues efficiently but also instills confidence in participants that any technical hiccups will be swiftly resolved. This proactive approach can help create a more seamless and professional virtual meeting environment, ultimately contributing to increased engagement and productivity among attendees. Additionally, the technical support person can provide guidance on using various features of the platform, further enhancing the overall virtual meeting experience for everyone involved.

Promoting Engagement

To promote engagement during virtual meetings, incorporating interactive elements can enhance participation and maintain interest. One effective approach is to use polls or surveys to gather instant feedback. By integrating these interactive tools, participants can actively contribute to the discussion and feel more engaged in the meeting. Polls can be utilized to gauge opinions or preferences on certain topics, while surveys can provide a more in-depth understanding of participants' viewpoints. This real-time interaction not only increases engagement but also allows for a more dynamic and collaborative meeting environment.

In addition to polls and surveys, another way to promote engagement is to encourage active participation through discussions and Q&A sessions. Inviting participants to share their thoughts, ask questions, or provide input on the topics being discussed can foster a sense of involvement and ownership in the meeting. By creating opportunities for dialogue and interaction, virtual meetings can become more engaging and productive for all participants involved.

Incorporate Polls or Surveys for Instant Feedback

To enhance engagement and gather instant feedback during virtual meetings, incorporating polls or surveys can be a valuable tool. These interactive features serve as effective ways to gauge participants' opinions, understanding, or preferences in real-time. By integrating polls or surveys strategically throughout the meeting, presenters can keep participants actively involved and create a more dynamic and interactive meeting environment. As participants respond to the polls or surveys, presenters can adjust the course of the meeting based on the feedback received, ensuring that the content remains relevant and engaging.

Moreover, utilizing polls or surveys offers a platform for participants to express their thoughts or preferences anonymously, promoting honest and candid feedback. This can be particularly beneficial during sensitive discussions or when addressing potentially contentious topics, as participants may feel more comfortable expressing their opinions without fear of judgment. By leveraging polls or surveys as a feedback mechanism, meeting hosts can foster a culture of open communication and transparency, encouraging active participation and collaboration among attendees.


What is the importance of building rapport with participants in virtual meetings?

Building rapport helps create a sense of connection and trust among participants, leading to better communication and collaboration.

Can you provide some examples of brief icebreaker activities for virtual meetings?

Some examples of brief icebreaker activities include asking participants to share a fun fact about themselves, playing a quick round of virtual "Two Truths and a Lie," or having everyone share a photo of their workspace.

How should technical issues be handled during virtual meetings?

To handle technical issues effectively, designate a technical support person for troubleshooting, provide clear instructions for joining the meeting, and ensure all participants have access to necessary technology and resources.

Why is it important to promote engagement during virtual meetings?

Promoting engagement helps keep participants actively involved and interested in the meeting, leading to more productive discussions and better outcomes.

How can polls or surveys be incorporated into virtual meetings for instant feedback?

Polls or surveys can be used to gather instant feedback from participants on various topics, such as preferences, opinions, or decisions, helping to guide the direction of the meeting and ensure everyone's input is heard.

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