How to Make Virtual Meetings Efficient and Successful

Published April 22, 2020 by Jane Hanson

About the role

As virtual meetings become the norm, this guide offers practical advice on how to make your virtual interactions more efficient and successful, drawing from Emmy award-winning television journalist Jane Hanson’s experience in broadcasting and coaching.

Tips for Effective Virtual Meetings

• Create a good script:
  • Prepare an agenda, key information, and objectives for the meeting in advance.
  • Send materials ahead of time and be punctual—start and end on time.
• Get your technology right:
  • Ensure your technology works and learn its features (e.g., Zoom’s screen-sharing, whiteboards, or video tools).
  • Encourage everyone to turn on their cameras to maintain engagement and accountability.
• Don’t bury your lead:
  • Start with the key takeaway or bottom line to set expectations and improve efficiency.
• Keep people engaged:
  • Use "teases" (e.g., "Coming up next...") to maintain interest.
  • Ask rhetorical questions to create drama and call on participants by name to keep them attentive.
• Get the set right:
  • Pay attention to your background, lighting, and camera angle to avoid distractions (e.g., plants growing out of heads, messy shelves).
  • Use a simple, professional background and adjust your camera for proper eye contact (e.g., elevate your screen with books).
• Dress professionally:
  • Wear business casual attire to create a work-appropriate mindset and present yourself effectively.

About the Author

Jane Hanson is an Emmy award-winning television journalist and coach with over 30 years of experience helping people communicate more effectively. She focuses on three core elements: what you say, how you say it, and how your body language supports your message. Her expertise ensures professionals resonate with any audience in today’s fast-paced world.