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Today, virtual meetings are an essential tool for communication and collaboration, especially for large teams that work remotely or which have adopted hybrid work models. But to have successful virtual meetings, you need to have the right tech and implement the best practices of real-time remote collaboration.
In this article, we’ll explain how to pick the right meeting platform and give you our top tips on hosting the best virtual conferences and one-on-one calls – and how to overcome common challenges you might encounter.
The role of virtual meetings for hybrid and remote teams
Virtual meetings are essential for keeping hybrid and remote teams connected and moving in the right direction. They make it easy to share updates, solve problems, and keep projects on track when teams are distributed across multiple locations and even time zones.
Meetings come in all kinds of shapes and formats – quick check-ins, progress updates, quarterly strategy calls, one-on-one performance reviews, and more – but the goal is to ensure that everyone is on the same page and working towards the same goals.
A well-run virtual meeting gives employees a chance to share their ideas or concerns, improve relationships, or get help on specific problems. For hybrid teams, they can help bridge the gap between those working in the office and those working remotely on any given day, ensuring teams can collaborate without any issues.
Best practices for conducting real-time virtual meetings
To make meetings work and provide a good meeting experience to all participants, you need to focus on the essentials:
- Keep them short
- Set clear goals and share a meeting agenda in advance
- Only invite the people who really need to be there
- Use meeting recordings if and as needed
Below, you’ll find our best tips on organizing meaningful and impactful online meetings for your team.
Implement meeting software
For a smooth experience, you need the right meeting software. Here are the best options out there:
- Zoom: Zoom is great for everything from one-on-ones to large webinars, and is very reliable. Plus, it has extra features that other platforms don’t, like breakout rooms and advanced webinar capabilities.
- Microsoft Teams: MS Teams is ideal if your team already uses other Microsoft 365 apps. It integrates easily with other tools like Outlook and SharePoint.
- Google Meet: If you’re using Google Workspace, Google Meet is its natural extension for meetings. It's simple, no-frills, works right from your browser, and integrates exceptionally well with Google Calendar.
- Slack: The platform’s video and voice call features are great for quick, informal check-ins.
Pair those with a desk booking app like Officely to plan in-office days for meaningful face-to-face meetings when needed.
Additionally, you might want to experiment with AI-enabled assistants, such as Fathom or Claaap to get instant recaps and a list of action items for each team member.
Prepare your virtual meeting space
A little preparation goes a long way when meeting your team over a Zoom or Google Meet call. Encourage your people to be mindful of their backgrounds and potential distractions and keep things simple. A blank wall or a tidy bookshelf works great, but that’s not available to them, blurring their background or using a virtual one is a good option.
Lighting can make a huge difference. Natural light from a window is ideal, but if that’s not an option for you or some of your team members, you can invest in a few lamps for video calls. (Did you know that even IKEA has those now?)
And, lastly, avoid scheduling back-to-back meetings for your teams. Those can be exhausting (especially for introverts!) and don’t leave your people the necessary time to prepare for their next virtual meeting – or jot down their thoughts after a call.
Ensure clear communication
Always define the purpose of each meeting and share an agenda in advance. This helps make sure everyone knows what to expect, how to prepare, and what questions to ask.
During each meeting, be concise and intentional. You can use third-party apps to capture key points and action items, and clarify who’s responsible for what before the call ends.
Use tools like screen sharing or collaborative documents to ensure everyone is literally on the same page. Small steps like these make online meetings more productive and leave no room for ambiguity.
Encourage participation and engagement
To set the stage for creativity and collaboration, you need to create space for everyone to contribute.
Ask specific team members to share their updates or insights, and use open-ended questions to spark discussion. Make sure everyone gets the chance to speak out, even those who are naturally shy, by inviting them to share their opinions.
You can use a digital whiteboard or a visualization platform like Miro to involve everyone and brainstorm more effectively – or invite meeting participants to share their screens whenever they are presenting concepts, problems, or results to others.
Manage time effectively in virtual meetings
Don’t let meetings drag if you don’t want your team to hate them. Instead, always aim to have short and purposeful meetings. Encourage team members to include time blocks for each topic for all their upcoming meetings.
For each call, the meeting host has the responsibility to stick to the agenda, keep the meeting on-topic, and actively moderate the discussion.
From our experience, most meetings don’t need to exceed 30-45 minutes. End with a quick recap of key decisions and next steps so everyone knows what’s expected and no time is wasted revisiting issues later.
How to choose the right virtual meeting software
With so many options available, it’s easy to get overwhelmed, but focusing on your team’s specific needs will make the decision much simpler. Here’s how to find the best fit:
1. Assess your team’s size and meeting frequency
If your team holds small, frequent check-ins, a straightforward tool like Google Meet or Slack’s call function might be all you need.
For larger teams or companies hosting webinars and virtual events, Zoom or Microsoft Teams offer robust features for different use cases. Think about whether you need a platform for daily use, occasional large-scale events, or both.
2. Check for integration with your existing tools
Pick apps that connect with the tools your team already uses to save time, reduce friction; and boost adoption. For example, MS Teams works effortlessly with Microsoft 365, while Zoom and Google Meet integrate well with calendars.
3. Consider the user experience
Pick software that’s user-friendly and easy to navigate, and that works well across devices. Consider extra accessibility features like closed captioning or screen readers for team members who might need them.
4. Prioritize features that fit your workflow
Think about what your team needs to collaborate effectively:
- Do you need breakout rooms for small group discussions?
- Real-time transcription for notes?
- Or maybe screen sharing and whiteboarding tools for brainstorming sessions?
Zoom offers a ton of advanced features; if you need something simpler, Google Meet covers the basics quite well.
5. Evaluate security and compliance
For sensitive conversations, security is non-negotiable. Look for end-to-end encryption and compliance with standards like GDPR or HIPAA if your industry requires it.
Webex and Microsoft Teams are great options for businesses with strict security needs.
6. Test reliability and performance
Your meeting platform needs to work, period. Test options under different conditions – like low-bandwidth scenarios or with dozen or more meeting attendees – to see how well they hold up.
Best features for online meeting software for video conferencing
So, what are the must-have features you should look for when choosing a video conferencing platform? Here’s a breakdown of the most essential capabilities:
1. High-quality audio and video
Clear communication starts with reliable audio and video. Look for platforms that provide HD video and advanced noise-canceling features, so that everyone can see and hear others well, even in less-than-ideal conditions.
2. Screen sharing
For presentations, demos, and collaborative work, you’ll need strong screen sharing features. Make sure the platform supports this for multiple users and allows switching presenters easily during the meeting.
3. Recording and playback
A recording feature lets participants catch up on missed meetings and revisit key details. Bonus points if the platform offers cloud storage for recordings and lets you share them easily.
4. Chat and messaging
Integrated chat allows participants to share links, questions, or comments without interrupting the flow of the meeting. Look for platforms that include both private and group messaging during calls.
5. Scheduling and calendar integration
Seamless integration with tools like Google Calendar or Microsoft Outlook makes scheduling meetings easy and intuitive. This ensures participants have access to meeting links and reminders without extra effort.
6. Mobile and cross-device support
Your team members might not always be at their desks. Choose a platform that works smoothly on smartphones, tablets, and desktops, so participants can join meetings from anywhere.
7. Customization options
From branding virtual backgrounds to setting up custom waiting rooms, personalization features can enhance everyone’s experience – especially when you meet partners, potential customers, or job applicants.
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