Virtual Meetings: Tools, Engagement and Best Practices

Advances in technology have changed the way business meetings take place. The COVID-19 pandemic accelerated the adoption of remote work and virtual meetings, changing how people work, collaborate, and communicate.
Although face-to-face meetings have returned, virtual meetings remain a practical way for people in different locations to connect and collaborate. Read on to learn more about virtual meetings and how they can support the way you work.

A virtual meeting is an online meeting that allows people in different locations to connect in real time using a computer or mobile device.
This format can support global collaboration and communication. It can be used for one-on-one meetings, team meetings, client meetings, or large corporate events.

Eliminating the need to travel, secure accommodation, and purchase food means extra savings. Time is also saved, which can be redirected into productivity as any time commuting and preparing for a meeting can be used for other work instead, leading to increased efficiency.

With access to the internet more widespread than ever, people can connect and participate from places around the world instantly. People from diverse locations can connect and engage in real-time, fostering collaboration and knowledge sharing globally. Taking the travel aspect away from meetings is also environmentally friendly and reduces the carbon footprint. 

With more platforms available nowadays, choosing the right one according to features and the number of people it can host is worth considering. By carefully evaluating factors such as features, capacity, costs, integration, and privacy, you can select a virtual meeting platform that best suits your organization's needs and preferences. Here are three examples of virtual meeting platforms.

Google Meet has become a popular platform in recent years. Google Meet's integration with Google Workspace tools enables smooth workflows, from scheduling meetings to collaborating on documents in real time during the session. Google Meet's simplicity, along with features like screen sharing, breakout rooms, and live captions, makes it a preferred choice for schools, colleges, and universities conducting remote or hybrid learning.

Cisco Webex is designed for businesses and is known for its strong security and intuitive controls.

A successful virtual meeting requires planning and preparation. Depending on the size, agenda, and what is to be shared, plan accordingly to ensure the virtual meeting will go smoothly and participants are engaged.

Set an agenda for the meeting that covers the key points to be discussed. It should be shared with all participants before the meeting to give them time to prepare. By following an agenda you can ensure productivity and focus.

Make sure you have access to a strong internet connection. Also, don’t forget to test your microphone and camera beforehand to make sure everything is running fine. Check whether your microphone is on or off and if being on camera is necessary. Keep the camera on if you feel comfortable. If there are more than 10 participants in a meeting, then muting your microphone is recommended. Blur the background if you think it would be distracting to others attending the meeting. By preparing properly and following these guidelines, you can contribute to a smooth and effective virtual meeting experience for everyone involved.

Begin a meeting by warming up with some informal icebreakers to help participants engage with each other. 

Ensure that someone is moderating the meeting. Remind participants to mute themselves when they need to listen and have them direct their questions to a chat function. Doing this will ensure everything runs well while maintaining clear, active communication within the team or organization.

There is always room to improve a virtual meeting. Feedback from participants will help you identify areas for improvement for future meetings, whether they will be held on a different platform, use different features, or follow a different structure, and help ensure a positive experience. After making changes, follow up with participants to see if the improvements have been effective. Continuously monitor and adjust your practices based on ongoing feedback. By actively seeking and incorporating feedback, you can refine your virtual meeting practices and ensure a positive experience for all participants.

New technologies continue to be incorporated into meetings and events. The sections below outline several technology features used in virtual meetings and events.

The talk about AI has been impossible to ignore, and the benefits it can bring to meetings and events are no exception. Examples of AI-based technology include the provision of real-time language translations for international audiences or the creation of automatic transcriptions to improve note-taking.

Advances in technology have allowed the possibility of projection mapping and even 3D holograms to be implemented in meetings and events making them more engaging and immersive. Keynote speakers could be projected in real time for an even more immersive experience.

For support beyond a single virtual meeting, explore JTB's Event Solution.

Case studies in meetings and events can be found on the JTB website. Learn more about successfully digitizing your meetings and events here at Contact Us.