Toolbox | How to Make Your Next Virtual Meeting More Engaging.

• Author: Stedron, Curt

Many of you have become quite good at putting on a virtual meeting or event. But few of us actually look forward to participating in them. When coworkers fail to mute their lines, are inattentive, constantly interrupt you or commit some other virtual sin, your motivation to take part deteriorates.

Since it looks like meeting remotely and attending virtual sessions are here to stay, at least occasionally, it's time to look at what we've learned over the past few months on what works--some best practices. By following these simple principles, and coaching your co-presenters in advance to do so as well, almost anyone's virtual gathering can improve.

Less Is More

To present an interesting, informative meeting or event remotely requires significant preparation. Just like a well-produced show has a quality script--a well-designed meeting has a well-designed agenda. The agenda should contain one to three high priority items at the most. The more specific your agenda, the more likely you will stay focused. Instead of just a list of speakers and topics, an agenda should encourage participants to start thinking about the topic. Consider having them do a little pre-event work, such as:

* Ask some questions for them to consider in advance.

* Have them bring their own topic-related questions to the event.

* Assign reading to make sure they are well-informed, which will save in-meeting time as well.

* If decision making is involved, have them prepare arguments for/against in advance.

Virtual events should be short--30 to 40 minutes maximum. (Zoom has a 40-minute time limit for a reason.) It is better to have two 40-minute events than one 90-minute event. A virtual meeting is not the time to just dump information on people. If it can be emailed, email it to participants ahead of time. And when it comes to sharing screens or slides, remember the MVP rule: "Minimum Viable PowerPoint." In other words, use the least number of slides possible. And limit what you put on each, once fact or point is enough.

In addition, prepare an activity for the early arrivers while waiting for the meeting to begin. This could be a poll, a read of the last meeting's minutes, an ice breaker question or anything that will ensure you don't lose people who come early but allows people who join late to do so with little disruption.

You Set the Tone

You are the host. Your energy and performance set the tone for all participants. Urge them to put away their phones and shut down their...