You're leading a virtual team meeting. How can you make it more engaging?

From what I've seen, what you want to do here is have high level leaders like VPs schedule meetings that could have been an email. Make sure you burn through cash by inviting your entire 300 people organization just so you can ramble for an hour, and save 5 minutes for questions at the end where you use a bridging technique to not really answer the questions and can only get to one person, but to remind everyone of what you just said in the last hour. Oh, and make sure your slides use graphs and a lot of red and green. If you are effective here, only 3 people will speak during this meeting, most people will not be paying attention, and you'll wonder why your direction and strategy to shock the world is not received.

Sometimes, we waste a lot of time in the beginning of the meeting. For me is essential have a clear subject and "responsibility with the clock". Another tip is always work with the camera and payattention in the team; sometime the team don't make quastions, but it's clear about the doubt in they eyes.

Address everyone by name. Smile! Set up your webcam so you make eye contact with your audience - I have mine on a tripod behind my laptop and then put the grid view from Zoom on a second screen so I'm looking "through" the webcam at the faces in the grid as I'm talking.

In my role leading virtual teams, I've learned that engagement is key. To make meetings more interactive, I start with a quick icebreaker, like sharing a fun fact or a recent success story. This sets a positive, collaborative tone. I use visual aids and interactive tools like polls or quizzes to maintain interest and encourage participation. Breaking the team into smaller groups for discussions and then reconvening for a collective debrief has also proven effective. Most importantly, I always leave room for open feedback and ensure everyone has a chance to contribute, making the meeting feel more inclusive and dynamic.

Without structure, especially on virtual meetings, engagement is lower and there is less likelihood that the goals you hope to define or complete in the meeting will be accomplished. Be deliberate when planning meetings by sending an agenda with clearly defined goals and expectations. This also helps the other participants to come prepared with ideas and to participate in the conversation.

Es importante que el moderador o quien dirige la reunión tenga la agenda con horario para que los tiempos de cada etapa se cumplan. La puntualidad no solo se mide al inicio, si no al final y en cada etapa de los temas que se necesitan tratar para garantizar que la reunión sea realmente productiva. Siempre considerar que se deben tratar los temas en su justa medida sin agregar demasiados dando oportunidad a todos en participar.

From what I've experienced in conducting such meetings. I'd suggest the organizer should be precise, share their own experience in a storytelling manner, and ask relevant questions that give people a sense of engagement as well a comfort to speak their heart out.

A great way I have found to keep people engaged remotely is to keep talking points direct and succinct but also keep the meeting tone light and conversational. I think making a packed agenda and several slides with so much information that you talk at your team for 60 minutes straight is a great way to lose people's attention and not keep them focused. Asking the team to go off mute and talk multiples times in the meeting helps keep people focused and not multitasking. As a manager don't be afraid to ask questions that you already know the answer, to give your team the opportunity to talk in a meeting.

Have an agenda Have the right people in the meeting Direct questions to specific individuals in the meeting Stick to the agenda Keep the meeting short

Before the meeting distributing an agenda outlining explicit goals and expectations not only helps and assists participants in preparing with relevant ideas, but also encourages active engagement in the discussion. By providing objectives, everyone can align their contributions and maximise their involvement, leading to more productive and meaningful conversations. Also please be explicit before you start the meeting, on when do you want the participants to ask the questions. Do you want them to ask the questions by stopping you in between or at the end of the session?

Use Google doc to share the agenda Use Fathom to gather meeting notes, action items Use whiteboard tools for brainstorming - Jamboard

Normally organisations are having Microsoft licenses. So most of them are using Google Meet or Microsoft teams for meetings and some of them are even using zoom and other products available in the market. Products like Zoom have evolved after the corona lockdown and they are giving some great tools so is Microsoft teams. one very important tool that i use is Avoma. It automatically transcribes audio and video recordings of meetings and generates searchable meeting notes. It provides meeting participants with transcripts and AI notes to help them focus on the conversation . You can also use whiteboard tools like Mural & Jamboard.

Bring something visual. Forcing everyone to turn their camera on is not always useful or effective. A roadmap, plan, action item or virtual whiteboard for idea.

In meetings where part of the team is physically together in a meeting room and others are online, the risk is that the face to face discussion in the meeting room dominates the meeting and online participants are only listening in. Set the rule to always use the virtual Raise Hand feature in Teams or Zoom to get a speaking turn, even for those in the meeting room, to ensure full engagement across both virtual and face to face participants.

Es importante explicarle a los participantes el tipo de herramientas que vamos a utilizar para la video conferencia y sobretodo como usarla para sacarle el mayor beneficio, ya que no todos participantes conocen o dominan alguna herramienta de video conferencias, así logramos generar el interés y evitamos el rechazo de la reunión de aquellas personas que son menos tecnológicas.

Es importante tener en cuenta que dentro de la audiencia existen personalidades con diferentes formas de aprendizaje, por lo que, apoyarnos de herramientas como vídeos, actividades con encuestas al momento o incluso separar al grupo por "rooms" para equipos de trabajo, puede hacer que no solo sea más dinámico, sino que al mismo tiempo, el aprendizaje sea mejor.

The most effective way to get people engaged in your meeting is using the right tools like: -Sharing screen -Using a pen to annotate and elaborate ideas -Asking questions in polls and let everyone have the time to explain why

1) Preparation - set clear agenda & expectations : timelines, discipline of using video, mic, raise hands ,respecting speaking order. Using reliable technology platforms, good internet connectivity, use polls, breakout rooms, screen sharing, white board 2) Encourage participation - use of icebreaker talks, energizing team with quiz and polls, call by name, brainstorm , giving collaborative tasks in break out sessions. 3) Using videos, discussions , infographics, charts , images to simplify complex topics, encourage active participation by giving badges/rewards 4) Acknowledge team achievements, motivate, address lingering concerns, feedback, summarisation of key takeaways, actionable in 3W format, follow through. Boost morale,team spirit.

In my experience to create more engaging meetings, make sure to have and share the agenda, and involve only the right people—those who add value to the discussion. Secondly, ensure interaction with the audience. It's important that everyone has the camera on; it can help you understand body language.

I start every virtual team meeting with a check-in of the participants. It helps to build connection, encourages active participation, and sets an open tone. Furthermore, I get a good overview of the overall mood of everyone.

The key to engaging virtual meetings lies in creating a common sense of connection and warmth, a primary role for any leader: as a connector and facilitator. At the meeting's start, introduce two engaging questions to shift focus from distractions to a unified group. By renovating connection as the foundational value, you can then proceed to an agenda-driven discussion. Ensure each member's voice is equally heard, contributing to a whole prism essential for informed decisions. This method sustains the sense of connection across topics, vital for dynamic team interaction. This strategy not only sharpens focus but also strengthens the team bond, boosting collaboration and outcomes and ensuring a perfect mix of engagement and efficiency.

In my experience, a clear agenda makes it easier for participants to understand what is in it for them. Before you schedule a meeting, rethink and be 100% sure that this meeting couldn't be an email. Also, asking for individual feedback on each virtual meeting will give data points of what went well and what people like to add or change. The meeting is about people, so make it about them and make the best use of their time.

Along with participation you should know about each individual. Casual ask about well being and health of any team member if their is change in voice or tone. This will give very strong message as you care.

Involving everyone is the most important thing and there are various ways to do that including addressing to everyone individually in the meeting also works or Simply ask your participants a thought-provoking 'this or that' poll question with two options to choose from. Then, drive a discussion around how people voted and why. OR A would you rather question is guaranteed to spark a lively discussion at the start of your meeting and help with breaking the ice. I use this methods. You can try these methods and let me know your views.

In my experience, this is one of the main items to keep people engaged. Make sure only relevant team members are invited and encourage their participation and opinion sharing. Meetings, where there is only 1 presenter, could be changed for a loom video that is shared.

Participation can be encouraged even before the meeting starts. Here are some examples: - Send the invite with a clear agenda and outline what's expected from each participant. This helps everyone come prepared and understand their role in the discussion. - Consider asking the team to choose a particular background or accessory for the meeting. This can generate anticipation, serve as an icebreaker, and promote team spirit. - Create a virtual board (Miro, Mural, etc.) that you can share in advance. Participants can use this to start sharing information, expectations, and even brainstorm ideas before the meeting begins.

Always have your camera on and ensure everybody has it too. Shy people tend to hide, but you can encourage then to show their faces by first setting the example. This is also important so you can look at everybody to see if they are following you or if they are just doing something else. Ask questions, engage your audience. If you don't involve then, it is more probable they will sleep. If the audience or part of them is new to you, ask them to introduce themselves. If you know everybody, just run a quick ice breaker and move on. And finally, let people talk and participate. One man shows are only good when you're doing a stand up comedy gig, otherwise let people talk whenever you can let them is a good strategy for engagement.

Imagine you're in yet another virtual meeting. The screen is a mosaic of disinterested faces. Now, let's rewrite that scene. You kick off the meeting with an engaging icebreaker, sparking laughter and breaking down barriers. As you move through the agenda, you incorporate interactive polls, and suddenly, those passive faces become active participants. Breakout rooms buzz with discussions, and ideas flow freely. You keep the meeting tight, respecting everyone's time. By its end, the team is energized, each member clear about their next steps. This isn't just a meeting; it's a model of virtual engagement, a testament to the power of interaction and inclusivity.

Tips to Make Virtual Team Meetings More Engaging: 1.Start with an Icebreaker: A fun question or activity to lighten the mood. 2.Use Visuals and Interactive Tools: Incorporate slides, polls, or quizzes to keep attention. 3.Breakout Sessions: Divide into smaller groups for part of the meeting, then regroup. 4.Encourage Active Participation: Ask open-ended questions and encourage everyone to share thoughts. 5.Keep it Concise: Respect time limits to maintain energy and focus. 6.Follow-up Actions: End with clear next steps to maintain momentum post-meeting. These steps help create a more lively and effective virtual meeting environment.

An effective meeting must be planed: 1. How much time do you have? 2. What are the topics you must cover and how much time per topic do you plan? 3. What do you want to achieve in this meeting - its outcomes? Just talk or reach any goals/solve any problems? Make the above points clear at the beginning - set expectations. A good moderator is a must if you want to have an effective (time) and inclusive (everyone gets the space to speak up) meeting. Before the meeting ends, make sure you are aligned on the outcomes or action items. If you can send a meeting summary, even better.

Plan meetings to last 45-50 min instead of 60 min. Also ensure there is enough time in the end to summarize, define actions and agree when to have the next call, if needed.

When managing international teams, do not spend time one national items. Congratulate on a football win if appropriate but no more than 10 seconds. Remember ajax is big in netherlands but swanselona is even smaller in the world of football

Start on time Do the ice-breaking for the first 5 mins Jump on the agenda End on time - People loose interest if they don't resonate with the agenda or if the meeting goes beyond the set time limit.

Some Do es / Don'ts in the Virtual Meets. I would like tell some of the don'ts in the meeting 1)Never start a Meeting with the problems and things which have negative news. 2)Instead of Escalating the things there might be the negotiation boundary which should be explored. 3)Numbers and graphs are which can make a impact and give a solid backup to you Argument. 4)There is always a polite way of escalating the problem.

I would once again suggest everyone to try and use Avoma or any other such AI tool that automatically transcribes audio and video recordings of meetings and generates searchable meeting notes. It provides meeting participants with transcripts and AI notes to help them focus on the conversation. This NOTE will not only save everybody's time, but will also give you a reference to go back and clarify the TO do things after the meeting. In case if you have missed something or misunderstood something. I would also prefer to have meetings on Monday so that things can be implemented right away during the week itself.

Always start the meeting by clearly articulating the purpose of the meeting. Even if its a reoccurring meeting, its good to set expectations and refocus on purpose. If you can't clearly articulate the purpose, you need to question if the meeting is needed.

If the meeting was not productive enough, do not just schedule another one, but first think of what could have been done differently and assign some pre-work before the next meeting.

Follow-up of the meeting is as important and using AI tool to note down the meeting points and share it with the members is important so that we can always go back to the notes of the meeting and describe the action items needed or the decisions needed to be made and can mark them with the results during the next meeting. A follow up on the action items is very very important so that we can gauge the output of the meeting and the fruitfulness of the meeting on how helpful it was to reach the goal.

I like including awareness breaks with a content, preferably audiovisual, that chime with the participants, use polls, tag clouds, mentimeter or slido for interesting questions that have come up during the session and to check on the energy level ( the entries can be made anonymously, a clear reminder that the "What" always takes priority than the "Who" when it comes to engaging together. Work in team rooms in small teams, presenters have access to images and layouts through a separate link, celebrate presentation results. Mini world cafés or escape room scenarios without overloading the gimmicks. Most importantly, I share a clear agenda and ensure that everyone is technologically enabled and comfortable using Whiteboard, FigJam or Miro.

I would argue the follow up is more important than anything else. You can save a meeting that goes side-ways with tight action items. My approach is generally 1) State/gain agreement on what happened on the call 2) propose action 3) Use a SMART framework (or something similar) to create specific, well defined tasks 4) Make sure that people with tasks understand them 5) Send a good follow up email detailing where you go from here.

As the meeting organizer, you should ensure a summary email is sent to the attendees/invitees. The email body itself should briefly highlight discussion points and action items. If you need to communicate further details, attach a document. It is also your responsibility to follow up with action owners before the due date(s) to remind them of their commitments. This is also where you can use gamification to drive on-time or early deliverables. Most importantly, thank the individual or team that completes their action item.

Criar um artefato de acompanhamento, como uma ata, é muito importante. Eu utilizo uma planilha de controle de atas de reunião e acompanhamento de itens em execução.

Fundamental realizar nos minutos finais da reunião uma leitura do resumo com a definição de ação, responsável e prazo dos próximos passos . Acompanhar o cumprimento das atividades e enviar status da evolução.

To enhance engagement through follow-up and follow-through in team meetings: 1. Action Items: For meeting, clearly outline tasks and responsibilities. 2. Deadlines: Set realistic deadlines for action items and follow up on progress in subsequent meetings. 3. Accountability: Assign specific individuals to follow up on tasks and hold them accountable. 4. Documentation: Document meeting minutes and action points to provide a reference. 5. Feedback Loop: Encourage open communication. 6. Recognition: Acknowledge and celebrate achievements resulting from follow-through. By implementing these strategies, team meetings become more engaging and productive, with clear follow-up ensuring progress towards goals.

Clear definition of next steps and responsibilities at the end of the meeting is crucial to prevent confusion and ensure understanding. Post-meeting follow-up is essential to monitor task progress and offer support when necessary, maintaining momentum toward achieving team objectives. Encouraging collaboration in task definition after the meeting fosters a participatory work environment, where every team member feels accountable for the group's success.

Strategic use of humour! Never underestimate the power of game-play and humour to bind a team. Make an effort to understand the team dynamics. Make people feel good about themselves and being part of the team. Recognise their differences, and their contribution. For example, wishing a team member a happy Chinese New Year in Cantonese because you know they are from Hongkong speaks volumes for cultural awareness!

Having attended online sessions both as participant & trainer -I have observed both sides & here are my takeaways 1) Content - Most people nowadays are focusing more on the delivery part, presentation style etc but what matters the most is the quality of your content. 2) Know your audience We can't sell a comb to a bald person. Same goes with the audience taste. They'd be engaged only if your presentation has something to offer for them, otherwise they'd feel disengaged 3) Audience engagement Asking engaging questions, short activities, polls, kahoot quiz etc. Speaker's ability to use these devices is an added advantage 4) Humour - Being funny & humourous are different things. A little bit of humour in between is cherry on the cake

One important thing about Virtual Meetings is that it can be productive if it is time bound with clear expectations from each participants & it should always have ice breakers to make it more interesting...

Use neuroscience to help you! Things like novelty, which keeps brains interested, and visuals, especially simple, hand-drawn graphics added live. Another engaging trick no one has mentioned is the use of narrative, where people stay to listen to the beginning, middle and end of the story.

Understanding your participants or their professional mindset or at least about their area of interest will largely help to prepare engrossing content for the meet. Another thing to consider: In one of the recent virtual meet that I attended, the presenter used an interesting method. Intermittently, keep asking questions or make statements related to the subject being discussed and then ask the participant to respond by giving thumbs up (or down). Tricky, isn’t it..!

Encourage all participants to be virtual, once it is a combination of virtual and a room of people, conversation can become dominated by participants in the room and virtual forgotten about. Accepting for the right reason (not just being part of the cast of thousands, also important to have a good agenda) - Do I need to provide something? - Do I need something? - Do I need to be informed?

All of the above. Also, I would encourage the audience to play a part in creating the agenda ahead of time for the meeting. This ensures that they have an invested interest. It works very well.

Continuous Improvement: Regularly review and refine follow-up processes. Closure: Conclude meetings with a summary of action items and next steps to reinforce accountability and commitment.

Garanta que todos os participantes estejam genuinamente engajados com o assunto e contribuam ativamente durante a reunião, o que contribuirá para o sucesso.

At the end of every virtual meeting, ensure you have time for some informal talk not related to work. Time to just talk about anything that you would like to discuss or lot others know about. It can be anything such as getting a new car, a new puppy etc.