Measures can also be taken during meetings to maximize productivity within the team and ensure efficient virtual meetings

Organize and structure the meeting properly, by starting with describing the meeting agenda and setting clear goals and objectives you seek to accomplish during the meeting. 

• Letting everyone know how the meeting will be conducted, as well as introducing a few ground rules, can allow team members to gather all the information they need and be ready for when they are called upon to speak or want to give their input.
 

Seek to create a working environment high in engagement from all parties.

• Having visuals while you are talking creates a more engaging listening experience as well as providing additional clarity to those less familiar with a project or initiative.
• Leading discussions requiring and encouraging team members’ input will lead to more productive discussions and increase feedback, as well as keeping everyone interested and engaged in the content.
• Presenting case studies/stories supporting your initiative can keep the presentation engaging, especially when the presented content is relevant to the work you are doing and inspires team members.

Having your camera ON is a small action that can make a world of difference

• In order to recreate a similar environment to in-person meetings, face to face contact and discussions are crucial in making the virtual meeting have a collaborative feel.
• Talking to a blank screen can be a bit uncomfortable to some and make it seem like team member’s engagement is reduced.
• Facial expressions and body language are an important part of communication and fostering connections, as well as interpreting feedback. Video chats may lead to the team feeling more close-knit and progressing on issues more productively.
• Be mindful toward your team members. Some may prefer audio chats only and may not wish to turn on their camera, so try not to pressure them too much. Rather, focus on encouraging everyone that is comfortable to use the video chat feature.

Provide all the tools available to promote productive meetings and elevate the content and clarity of the meetings.

• Use the built-in features certain softwares may have such as screen-sharing, breakout rooms to divide into smaller groups to discuss certain points.

This may help integrate content more efficiently and increase collaboration within the team.

Use a facilitator to help keep the meeting smooth and on-track, minimizing time lost on misunderstandings and off-topic discussions.

• Having a team member keeping everyone on track in regards of the meeting objectives will allow for structured meetings.
• A facilitator can control who has the floor for certain portions of the meeting and allows for someone to present all their information with minimal interruptions.
• Having someone on the team taking meeting notes or highlights during the meeting can also be a good idea for increasing meeting productivity. If a team member recalls an issue brought up during the meeting and wants to read more about it, the notes are a helpful tool to look back to.

Staying focused on the meeting goal and avoiding side-tracked discussions and topics can be a great way to keep the meeting productive as well as keeping everyone comfortable.

• Switching the subject away from the original meeting purpose and seeking an answer to other objectives can lead to the meeting failing to accomplish its expectations. Avoid blindsiding other team members by asking for information they may not have yet prepared or is still in process.
• Recurrent meetings will be much more productive and smooth sailing if everyone is comfortable and familiar with the structure, and knowing what to expect.
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