How to Run Effective Virtual Meetings: A Facilitator’s Guide

Strategies for Preparation, Engagement, and Follow-Up

As EVP of Client Experience at 20-20 Services, I frequently lead meetings in a virtual setting—a shift accelerated by the pandemic, which made online collaboration the new norm. Initially, I struggled to feel effective as a facilitator; I often left meetings dissatisfied with my performance and eager to improve.

Over the past several months, I’ve dedicated myself to developing best practices for virtual meeting facilitation, which I’m excited to share.

Preparation: The Foundation of Success

Effective meetings begin long before the virtual room opens. I recommend the following steps:

• Block Time for Preparation: Schedule 30 minutes a week or so before each meeting to plan and gather your thoughts.
• Clarify Your Intentions: Write down your goals for the meeting. Some of mine include:
  • Inclusivity: Ensure everyone has a chance to contribute.
  • Objectives: Clearly define what you aim to achieve.
  • Agenda: Prepare a structured agenda and share it with attendees in advance. Invite them to suggest additions.
• Know Your Audience: Review the LinkedIn profiles of attendees to understand their roles and backgrounds. If you don’t know someone, send a brief introduction email and express your enthusiasm for connecting during the meeting.

During the Meeting: Facilitating Engagement

Once the meeting starts, your role is to guide the discussion and foster participation:

• Arrive Early and Set the Tone: Log in a few minutes early, turn on your video, and engage in light conversation while waiting for others to join.
• Begin with Introductions: If needed, start with introductions for guests, then your team. Skip this step if everyone is familiar.
• Share and Summarize the Agenda: Display the agenda, review it briefly, and invite any last-minute additions.
• Encourage Participation: Pause regularly to allow others to interject. Monitor the conversation to ensure no one is left out, especially if someone is being talked over. Actively invite quieter participants to share their thoughts.
• Manage Time Wisely: Be mindful of the schedule. If time runs short, ask if attendees can stay longer or schedule a follow-up.

Closing the Meeting: Ensuring Clarity and Action

As the meeting concludes, make sure everyone leaves with a clear understanding of next steps:

• Recap Key Points: Summarize the main discussion points and check that all agenda items have been addressed.
• Review Action Items: Clearly state responsibilities and deadlines for follow-up tasks.
• Confirm Follow-Up Plans: Capture attendees’ availability for future meetings and make a note to send calendar invites.
• Invite Closing Comments: Give each person a chance to share final thoughts by name.
• Express Gratitude: Thank everyone for their time and contributions.

Your Energy Sets the Tone

In closing, here’s one of my favorite best practices. In this article by Matthew Abrams, “Seven Disciplines to Master Virtual Meeting Facilitation,” he says:

“And lastly, things will go wrong. Someone’s mic won’t work, someone will lose their internet connection, someone will need to step out to take an urgent phone call at an important part of the meeting. It’s not if, but when. And when that happens, remain calm. If you go with the flow or even bring in a sense of humor, the group will follow your lead. As a facilitator, you have power. You set the tone.”

Always remember—your energy sets the tone for the meeting. And calmness is a superpower!

By following these practices, I’ve found that virtual meetings become more productive, inclusive, and enjoyable for all participants.

I’d love to hear your strategies and best practices for meetings you facilitate. Please reach out to me and share your thoughts and ideas at Beckie.Reilly@20-20services.com.

If you’re interested in excelling your team’s Presentation, Instruction and Facilitation (PIFs) skills, take a look at 20-20’s suite of PIFs programs.