15 Best Practices for Virtual Meetings That Work

We’ve all been in that meeting. The one with the awkward silences, the person who can’t figure out their mic, and the creeping feeling that it all could have been an email. Virtual meetings are a cornerstone of modern work, but when they're bad, they're a serious drain on time and energy. The good news is that running an effective online meeting isn't a secret art form; it's a skill you can learn. It comes down to having a solid plan, the right tools, and a clear understanding of the best practices for virtual meetings. This guide will walk you through everything from preparation to follow-up, helping you turn dreaded video calls into productive, engaging collaborations.

How to Run Great Virtual Meetings & Pick the Best Software

Choosing the right meeting platform and implementing best practices are key to successful virtual meetings, especially for hybrid teams.

• Platform options: Zoom, Microsoft Teams, Google Meet, and Slack cater to different team needs, from small check-ins to large events.
• Best practices: Set clear goals, keep meetings short, and use features like screen sharing for better collaboration.
• Key features: High-quality video, real-time transcription, and integration with existing tools enhance virtual meetings.
• Challenges: Technical difficulties and time zone issues can be mitigated with preparation and flexible scheduling.

What is a Virtual Meeting?

At its core, a virtual meeting is simply a gathering where people connect online in real-time from different locations. Using a phone, laptop, or tablet, team members can collaborate as if they were in the same room. For hybrid and remote teams, these meetings are the backbone of communication, allowing for everything from quick daily check-ins to major project kickoffs. They bridge geographical gaps, ensuring everyone stays aligned and connected, no matter where they’re working from. The key is to make these online interactions as seamless and productive as their in-person counterparts, which all comes down to having the right tools and a solid plan.

The effectiveness of a virtual meeting often depends on the platform you choose and how you use it. Different types of meetings call for different features. A brainstorming session might require an interactive whiteboard, while a company-wide announcement is better suited for a webinar format where presenters can share information with a large audience. Understanding the nuances between these formats helps you select the best approach for your goal, making sure your time online is spent effectively and everyone leaves the meeting with a clear understanding of the next steps. It’s about turning a simple video call into a powerful collaboration session.

Types of Virtual Meetings

Not all virtual meetings are created equal. The format you choose should align with your meeting's objective. A quick team sync has very different needs than a formal presentation to clients. Picking the right type ensures you have the features you need to get the job done efficiently. For example, some formats are designed for two-way conversation and active collaboration, while others are structured for one-way information delivery. Knowing the difference helps you set clear expectations for participants and keeps the meeting focused on its intended purpose, preventing a simple update from turning into an hour-long discussion.

Video Conferencing

Video conferencing is likely what first comes to mind when you think of a virtual meeting. It allows participants to see and hear each other, making it ideal for fostering connection and reading non-verbal cues. This format is perfect for team-building activities, one-on-one check-ins, and important discussions where seeing facial expressions adds valuable context. Because it closely mimics an in-person conversation, video conferencing helps build rapport among team members who may not see each other regularly, strengthening relationships and improving overall collaboration within a distributed team.

Web Conferencing

Web conferencing takes video calls a step further by adding powerful collaboration tools. Platforms like Zoom or Microsoft Teams often include features like screen sharing, digital whiteboards, and breakout rooms. This makes web conferencing the go-to choice for interactive sessions such as group brainstorming, project planning, or collaborative workshops. The ability for multiple people to share their screens or contribute to a shared document in real-time transforms a passive viewing experience into an active working session, making it highly effective for getting creative and tactical work done with your team.

Webinars

Webinars are structured like online seminars, with one or a few presenters speaking to a large audience. Unlike a typical meeting, attendee interaction is usually limited to Q&A sessions or polls, which are managed by the host. This one-to-many format is perfect for training sessions, product demonstrations, or company-wide announcements where the primary goal is to deliver information clearly and efficiently. Because the audience is mostly in listen-only mode, webinars are easier to manage with large groups and ensure the key message is delivered without interruption.

Teleconferences

A teleconference is an audio-only meeting, essentially a group phone call. While video has become the standard, teleconferencing still has its place. It’s a great option for quick, straightforward updates where visual aids aren't necessary. It's also a reliable backup if participants are having internet issues or are joining from the road. For daily stand-ups or simple check-ins, an audio-only call can be more efficient and less demanding than a full video conference, allowing the team to connect and align without the pressure of being on camera.

Pros and Cons of Virtual Meetings

Virtual meetings have become a cornerstone of modern work, offering incredible flexibility and connectivity. They allow teams to collaborate across continents and time zones, breaking down geographical barriers that once limited talent pools and business opportunities. However, they also come with their own set of challenges. Relying on technology means you're susceptible to technical glitches, and the lack of physical presence can sometimes make it harder to build strong team bonds. Understanding both the advantages and disadvantages helps you create a strategy to maximize the benefits while mitigating the potential downsides for your team.

Pros

The most significant advantage of virtual meetings is accessibility. Anyone with an internet connection can join from anywhere in the world, which is a game-changer for global teams and companies embracing flexible work. This also leads to significant cost savings on travel and office space. Another key benefit is the ability to record sessions, allowing team members who couldn't attend to catch up later or for anyone to review important decisions. This creates a valuable archive of information and ensures no one is left out of the loop, which is crucial for maintaining alignment in a fast-paced environment.

Cons

On the flip side, virtual meetings are heavily dependent on technology. A poor internet connection, software bugs, or hardware failures can easily derail a meeting. There's also the risk of "Zoom fatigue," where back-to-back video calls lead to mental exhaustion. Without the spontaneous "water cooler" chats of an office, it can be harder to build personal connections, and participants may be more prone to distractions like checking emails or getting pulled into other tasks. Finally, security can be a concern if meetings aren't properly protected, posing a risk of unauthorized access to sensitive information.

How to Prepare for a Virtual Meeting

Walking into a virtual meeting unprepared is like showing up to an in-person one without knowing the agenda. A little prep work goes a long way in ensuring everything runs smoothly. This means doing more than just clicking the "join" link on time. You need to check your tech, create a professional environment, and plan the logistics to make sure the meeting is productive for everyone involved. Taking a few minutes to prepare can prevent common technical hiccups and distractions, allowing the conversation to flow naturally and stay focused on the objectives. This preparation sets the stage for a successful and engaging session.

Set Up Your Tech and Environment

Your physical surroundings and technical setup have a huge impact on your presence in a virtual meeting. A clear video and crisp audio signal professionalism and respect for the other participants' time. Before you join a call, take a moment to assess your environment. Is your background distracting? Is there a lot of ambient noise? Simple adjustments, like closing a door or facing a window for better lighting, can make a world of difference. Testing your equipment beforehand ensures you won't be the person holding up the meeting while you troubleshoot your microphone.

Use a Wired Internet Connection

While Wi-Fi is convenient, it can be unstable. For important meetings, a wired Ethernet connection is your best friend. Plugging your computer directly into your router provides a more stable and faster internet connection, reducing the risk of your video freezing or dropping altogether. According to best practices from Stanford University, this simple step is one of the most effective ways to ensure a smooth, uninterrupted connection, allowing you to focus on the conversation instead of worrying about your Wi-Fi signal.

Use Headphones to Prevent Echo

Ever been in a meeting where someone's audio creates a distracting echo for everyone else? This is usually caused by their microphone picking up the sound from their speakers. The easiest fix is to use headphones. A simple pair of earbuds or a dedicated headset will isolate the audio, ensuring your microphone only picks up your voice. This small change dramatically improves the audio quality for everyone on the call and eliminates one of the most common and annoying virtual meeting problems.

Check Your Lighting

Good lighting helps others see your facial expressions, making the conversation feel more personal and engaging. The best setup is to have your primary light source in front of you, not behind you. Sitting with a bright window or lamp behind you will turn you into a silhouette, making it hard for others to see you. If you don't have a window in front of you, a simple desk lamp positioned behind your laptop can work wonders. It’s a small detail that makes a big professional impact.

Reduce Background Noise

Background noise is a major distraction in virtual meetings. Before you join, try to find a quiet space where you won't be interrupted. Close the door, silence your phone, and shut any windows if there's noise outside. And remember the golden rule: mute your microphone whenever you're not speaking. This prevents any unexpected sounds—like a dog barking or a notification ping—from disrupting the flow of the conversation for everyone else. It's a simple act of courtesy that everyone on the call will appreciate.

Choose Your Attire Carefully

Just because you're working from home doesn't mean you can ignore your appearance. Dressing professionally shows you're taking the meeting seriously. You don't need a full suit, but changing out of your pajamas is a good start. It's also smart to consider how your clothes will look on camera. Solid, simple colors tend to work best. Avoid busy patterns, stripes, or pure black and white, as they can sometimes create a distracting visual effect on screen. Your attire should be professional but not distracting.

Plan the Logistics

Beyond your personal setup, the logistics of the meeting itself are crucial for success. This involves everything from sending clear invitations to having a contingency plan if things go wrong. Proper planning ensures that everyone knows when and where to be, what the meeting is about, and what is expected of them. It also accounts for the unique challenges of hybrid work, where some participants are in the office while others are remote. A well-planned meeting runs on time, stays on topic, and achieves its goals with minimal friction.

Send Invites and Reminders

A clear meeting invitation is the first step to a productive session. Make sure your invite includes a descriptive title, a concise agenda, the date and time (with the time zone clearly stated), and a direct link to join the meeting. Sending a reminder an hour or a day before can also be helpful, especially for important meetings. This ensures everyone has the meeting on their radar and has all the information they need to join on time and prepared to contribute.

Book a Physical Space for Hybrid Meetings

When some team members are in the office and others are remote, coordinating a hybrid meeting adds another layer of complexity. The in-office group needs a physical space, but you don't want them all crowding around a single laptop. This is where a meeting room booking system becomes essential. By booking a conference room equipped for video calls, you ensure the in-person attendees have a professional setup that integrates smoothly with the remote participants. This prevents the remote team from feeling like they're just an afterthought and creates a more equitable experience for everyone involved.

Have a Backup Plan

Technology can be unpredictable, so it's always wise to have a backup plan. What will you do if the video conferencing platform goes down? Or if a key presenter loses their internet connection? Your backup plan could be as simple as having a conference call number ready as an alternative or being prepared to reschedule if necessary. According to advice for virtual meetings, thinking through these potential issues ahead of time means you can handle them calmly and professionally without derailing the entire meeting.

Secure Your Meeting

Meeting security is more important than ever, especially when discussing sensitive company information. Uninvited guests can disrupt a meeting and pose a serious security risk. Most video conferencing platforms offer features to prevent this. Always protect your meetings with a password and consider using a waiting room, which allows the host to screen participants before they join. Disabling screen sharing for non-hosts can also prevent unwanted content from being displayed. Taking these simple precautions helps ensure your meeting remains a private and secure space for your team.

Join Early to Test Everything

Joining the meeting a few minutes early is a simple habit that can save you a lot of stress. This gives you a moment to test your audio and video one last time, check your lighting, and make sure your background is clear of any clutter. It also gives you a chance to greet other early arrivals, which can be a nice way to build rapport before the meeting officially kicks off. If you're the host, joining early is even more critical, as it allows you to admit people from the waiting room and get everything set up before the scheduled start time.

Virtual Meeting Etiquette and Participation

The rules of engagement in a virtual meeting can be a little different from an in-person one. Good etiquette is all about being respectful of others' time and creating an environment where everyone feels comfortable contributing. This includes simple things like muting your microphone when you're not talking and waiting for your turn to speak. It also means being present and engaged, rather than multitasking in another window. Following these unwritten rules helps the meeting run more smoothly and ensures that the conversation is productive and inclusive for everyone involved.

Mute Your Mic When Not Speaking

This is perhaps the most important rule of virtual meeting etiquette. Background noise from an unmuted microphone—whether it's typing, a cough, or a nearby conversation—can be incredibly distracting for everyone else on the call. As the National Science Foundation suggests, get into the habit of muting yourself as soon as you're done speaking and unmuting only when you're ready to talk again. This simple action shows respect for the current speaker and helps keep the audio clear and focused, making the meeting more pleasant and productive for all.

Turn Your Camera On, Especially When Speaking

While it can be tempting to leave your camera off, being visible helps create a stronger sense of connection and engagement. Seeing each other's faces and body language makes the interaction feel more human and less transactional. It's especially important to have your camera on when you are speaking, as it helps others feel more connected to what you're saying. It also benefits participants who may rely on lip-reading or visual cues to fully understand the conversation, making the meeting more inclusive and accessible.

Wait for Your Turn to Speak

In a virtual setting, it can be tricky to find the right moment to jump into a conversation without interrupting someone. The slight audio lag can make it easy to accidentally talk over others. To avoid this, be patient and wait for a natural pause in the conversation before you speak. Many platforms also have a "raise hand" feature, which is a great way to signal to the host that you have something to say without interrupting the current speaker. This keeps the conversation orderly and ensures everyone gets a chance to contribute.

Speak Clearly

When you speak, make sure you're talking at a clear and steady pace. Position yourself close enough to your microphone so that your voice is picked up clearly, but not so close that it sounds distorted. It's also helpful to enunciate your words and pause briefly between points. This gives people time to process what you're saying and is especially helpful for participants who may be listening in a noisy environment or for whom the language of the meeting is not their first language. Clear communication is key to a successful meeting.

Avoid Multitasking

It's easy to think you can discreetly check your email or work on another task during a virtual meeting, but people can usually tell when you're not paying attention. Multitasking not only means you might miss important information, but it's also disrespectful to the speaker and the other participants. To stay focused, close any unnecessary tabs or applications and silence notifications on your phone and computer. Being fully present shows your colleagues that you value their time and contributions.

Let the Host Know if You Need to Leave

If you need to leave a meeting before it's scheduled to end, it's courteous to let the host know. If you can, send them a private message ahead of time so they're aware. If you have to leave unexpectedly, a quick private message explaining your departure is a polite gesture. Simply disappearing from the call without a word can be jarring and might leave others wondering what happened. A brief note is a simple way to show respect for the group's time.

How to Keep Participants Engaged

One of the biggest challenges of hosting a virtual meeting is keeping everyone engaged. When people are sitting in front of their computers, it's easy for their attention to wander. As a host, it's your job to create a dynamic and interactive experience that encourages participation. This means going beyond a simple presentation and incorporating activities that get people involved. By using interactive tools, asking for feedback, and varying the format, you can transform a passive listening session into an active collaboration that holds everyone's attention from start to finish.

Start with an Icebreaker

Jumping straight into business can feel a bit abrupt, especially if team members don't know each other well. Starting the meeting with a quick icebreaker or a simple check-in question can help everyone relax and get into a more collaborative mindset. It could be as simple as asking everyone to share one good thing that happened to them this week or what they had for breakfast. This small moment of personal connection helps build rapport and sets a positive, open tone for the rest of the meeting.

Use a Timer to Stay on Track

Meetings that drag on without a clear end in sight are a major cause of disengagement. Using a timer for different agenda items is a great way to keep the meeting focused and moving at a good pace. When everyone can see how much time is left for a particular topic, it encourages them to be more concise and stay on point. This respects everyone's time and helps ensure you cover everything on the agenda without running over, which is something all participants will appreciate.

Vary the Format and Use Interactive Tools

Listening to one person talk for an hour is a recipe for disengagement. To keep things interesting, vary the format of your meeting. Mix presentations with group discussions, Q&A sessions, and breakout rooms. Make use of the interactive tools your platform offers, such as polls, chat, and emoji reactions. Asking people to drop their ideas in the chat or vote on a poll is a low-pressure way to encourage participation and gather real-time feedback, making the meeting feel more like a conversation than a lecture.

Ask for Feedback

Don't wait until the end of the meeting to see if it was useful. Check in with your participants throughout the session. You can pause and ask, "Does this make sense?" or "Does anyone have questions so far?" This not only helps you gauge the level of understanding but also makes participants feel like their input is valued. You can also ask for feedback on the meeting process itself, either during the meeting or afterward, to find out what's working and what could be improved for next time.

How to Avoid "Zoom Fatigue"

If you've ever ended a day of back-to-back video calls feeling completely drained, you've experienced "Zoom fatigue." This mental exhaustion is a real phenomenon caused by the intense focus required for virtual interactions. Unlike in-person conversations, video calls force us to process non-verbal cues like facial expressions and body language in a more concentrated way, which can be mentally taxing. Recognizing the signs of virtual meeting burnout is the first step toward finding strategies to combat it and create a healthier, more sustainable approach to remote collaboration.

What is Zoom Fatigue?

Zoom fatigue, or virtual meeting burnout, is the feeling of tiredness, worry, or exhaustion associated with overusing video conferencing platforms. It happens because our brains have to work harder to interpret social cues over video. We're also more aware of being watched, which can feel like being on stage for hours at a time. This constant "on" feeling, combined with staring at a screen for long periods, can lead to mental and physical strain, making it harder to focus and stay productive throughout the day.

Strategies to Combat Virtual Meeting Burnout

The good news is that Zoom fatigue isn't inevitable. With a few intentional strategies, you can reduce the strain of virtual meetings and make them less draining. It's all about being more mindful of how and when you use video calls. This means prioritizing which conversations need to be face-to-face, building breaks into your schedule, and finding a healthy balance between virtual and in-person collaboration. Small changes can make a big difference in your energy levels and overall well-being.

Keep Meetings Short

Not every meeting needs to be an hour long. In fact, shorter meetings are often more productive because they force you to be concise and stay on topic. Try scheduling 25- or 50-minute meetings instead of the default 30 or 60 minutes. This approach, often called "speedy meetings," builds in a natural buffer between calls and encourages efficiency. Before scheduling any meeting, ask yourself if the topic can be covered in a shorter amount of time. Respecting everyone's time is a key part of a healthy meeting culture.

Schedule Breaks Between Calls

Jumping directly from one video call to another is a fast track to burnout. Your brain needs time to rest and reset. Make a conscious effort to schedule short breaks between your meetings. Even five or ten minutes can be enough to stretch, grab a glass of water, or simply look away from your screen. This downtime is crucial for reducing eye strain and mental fatigue, allowing you to show up to your next meeting feeling refreshed and ready to engage.

Encourage In-Person Collaboration

For hybrid teams, one of the best ways to combat virtual fatigue is to be intentional about in-person time. When you know your team is going to be in the office, save your most collaborative and complex discussions for those days. Using a hybrid work software can make this easy by showing you who’s planning to be in the office and when. This allows you to coordinate your schedules for high-value, face-to-face collaboration, making office days more purposeful and reducing the reliance on video calls for every single conversation.

Cancel Unnecessary Meetings

The most effective way to reduce meeting fatigue is to have fewer meetings. Before you schedule a call, ask yourself if it's truly necessary. Could this update be an email instead? Could this question be answered in a quick chat message? Empower your team to decline meetings that don't have a clear agenda or purpose. Creating a culture where meetings are reserved for collaboration and important discussions—not just for sharing information—is the ultimate strategy for freeing up everyone's calendar and energy.

What to Do After the Meeting

The work isn't over just because the meeting has ended. The follow-up is just as important as the meeting itself. This is where you solidify the decisions that were made, clarify responsibilities, and ensure that the momentum from the conversation carries forward into action. A strong follow-up process turns a good discussion into tangible results. Without it, important action items can fall through the cracks, and the time spent in the meeting can go to waste. Taking a few minutes for post-meeting tasks is a crucial final step.

Send a Summary and Action Items

Soon after the meeting concludes, send out a brief summary to all participants. This recap should highlight the key takeaways, major decisions, and a clear list of action items. For each action item, be sure to assign an owner and a due date. This creates accountability and ensures that everyone is on the same page about what needs to happen next. A written summary also serves as a valuable record of the meeting that anyone can refer back to later.

Clarify Next Steps

Beyond the list of action items, it's helpful to briefly outline the overall next steps. This might include scheduling a follow-up meeting, setting a deadline for a project phase, or outlining the communication plan for a decision. Clarifying the path forward helps everyone understand how their individual tasks fit into the bigger picture. It ensures that the progress made during the meeting continues and that the team keeps moving in the right direction toward its goals.

Frequently Asked Questions

Is it really necessary to have my camera on for every single meeting? While turning on your camera is a great way to build connection, it's not always essential. For highly collaborative or important discussions, being on camera helps everyone read non-verbal cues and feel more engaged. However, for a routine check-in or a large webinar where you're mostly listening, it's perfectly fine to have your camera off. The key is to be intentional. If you're speaking, it's best practice to turn your camera on so people can connect with you and your message more easily.

What's the best way to handle technical difficulties during a call without derailing the whole meeting? The best approach is to stay calm and have a simple backup plan. If your audio or video cuts out, try quickly turning your video off to save bandwidth. If that doesn't work, use the chat to let the host know you're having trouble and will rejoin. As a host, it's helpful to acknowledge the issue, suggest a quick fix, and if it persists, confidently move on with the agenda while that person sorts out their connection. Having a conference call number as a backup can also be a lifesaver.

My team is quiet and nobody participates. How can I encourage more interaction without forcing it? Instead of asking a broad question like, "Any questions?", try asking for specific input in low-pressure ways. Use interactive tools like polls for quick feedback or ask everyone to drop an idea into the chat at the same time. You can also call on people directly, but in a supportive way, such as, "Sarah, I know you've worked on this before, what are your initial thoughts?" This gives people a clear invitation to speak and shows you value their specific expertise.

Do I really need a detailed agenda for a short, informal team sync? A formal, multi-page document isn't necessary for a quick check-in, but you should still have a clear purpose. Even for a 15-minute sync, having two or three key talking points listed in the meeting invite helps everyone come prepared. This ensures the conversation stays focused and respects everyone's time. Think of it less as a rigid agenda and more as a simple roadmap to keep the discussion on track and productive.

How can I make hybrid meetings feel fair for both in-person and remote attendees? Creating an equitable experience is crucial. The key is to avoid a dynamic where remote participants feel like they're just watching the "real" meeting. Use a dedicated conference room with good audio and video equipment so everyone can be seen and heard clearly. The meeting host should actively engage remote attendees, calling on them for input and making sure they have a chance to speak. Encouraging everyone, both in-person and remote, to use the "raise hand" feature can also level the playing field.

Key Takeaways

• Preparation is Non-Negotiable: Ensure a smooth meeting by testing your tech beforehand and planning the logistics. This means sending a clear agenda, securing your call, and booking an appropriate space for hybrid teams.
• Make Engagement Everyone's Responsibility: Keep participants focused by making meetings interactive. As a host, use tools like polls and timers; as a participant, keep your camera on and avoid multitasking to show respect for everyone's time.
• Fight Meeting Fatigue with Intention: Avoid burnout by treating meetings as a limited resource. Keep them short, schedule breaks in between, and critically assess if a topic can be resolved with a quick message or email instead of a call.

Related Articles

• How to choose a meeting platform & host the best virtual meetings
• Hybrid Meeting Best Practices and Tools for 2025
• Top tips and best practices to run a successful hybrid meeting

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. 

The benefits of virtual meetings and webinars

Virtual meetings can be very useful in getting things done whenever teams are not in the same office – so, especially in hybrid and remote work environments, they can make all the difference. Here are some of their key advantages: 

‍

Everyone can connect from anywhere

Virtual meetings remove the barriers of location, allowing teams to work together in real time from anywhere in the world, whether it’s a quick check-in or a global team sync.

‍

Save time and costs

Traveling for in-person meetings if your team is distributed across multiple locations is obviously very costly – and inefficient, if you count all the time lost in commuting. 

Online meetings eliminate those expenses and help you free up resources for other priorities.

‍

Encourage flexibility

Virtual meetings support flexible work schedules and hybrid work, making it easier for team members to join from wherever they’re most productive. 

This can help you attract and retain top talent who value remote or hybrid work options.

‍

Improve communication

Face-to-face interaction, even virtually, reduces misunderstandings compared to email or chat. Video meetings allow participants to pick up on non-verbal cues and provide immediate feedback for clearer, faster communication.

‍

Scale teamwork

Virtual meetings scale easily to fit the size and purpose of your gathering. Tools like breakout rooms even allow for smaller group discussions within larger meetings.

‍

Keep a record

The ability to record and save meetings ensures that important discussions, decisions, and action items are never lost. This is particularly useful for onboarding, training, or working on complex projects.

‍

How to overcome common challenges with virtual networking

Online meetings aren’t always smooth sailing, but with the right strategies and tools, problems are easy to tackle. Here are two common types of challenges and how to address them:

‍

1. Technical difficulties

Connectivity issues and glitches happen occasionally, but preparation can reduce disruptions. 

Make sure participants have a stable internet connection, up-to-date software, and a good home office setup for calls. Check out our article on the best hybrid meeting equipment for more details and ideas.  

‍

2. Navigating time zone differences

For global teams, time zones can make scheduling tricky. Aim for flexibility and choose meeting times that work for as many participants as possible. Platforms like Calendly or Doodle can help you find times that work for everyone; Calendly displays others’ availability in local time, making it easy to schedule calls. 

‍

Officely can enhance even the best virtual meeting platform

With the right strategies, virtual meetings can be easy, productive, and, dare we say it, even enjoyable. For this, you need to choose the best meeting platform for your team and encourage everyone to stick to best practices like clear communication and efficient time management.

Pairing these efforts with a hybrid work tool like Officely takes things further. Officely helps you coordinate in-office schedules, making it easy to balance virtual and face-to-face meetings and keep your team connected. For more actionable tips, download The Complete Guide to Office Management in Flexible Workplaces to build a hybrid work strategy that works for everyone.

Frequently Asked Questions

1. What are the best meeting platforms for remote and hybrid teams?

The best platforms depend on your team’s needs, but some top options include:

• Zoom for its scalability and advanced features like breakout rooms and webinars.
• Microsoft Teams for seamless integration with Microsoft 365 apps.
• Google Meet for teams already using Google Workspace.
• Slack for quick, informal calls and communication.

2. How do I prepare my team for a successful virtual meeting?

To ensure a smooth virtual meeting:

• Choose a quiet, well-lit environment.
• Encourage team members to use virtual backgrounds if needed.
• Share the agenda and meeting objectives in advance.
• Avoid scheduling back-to-back meetings to reduce fatigue.

3. What are the essential features I should look for in a virtual meeting platform?

Look for:

• High-quality video and audio for clear communication.
• Screen sharing and collaborative tools like whiteboards for better collaboration.
• Recording and playback options for future reference.
• Calendar integration for seamless scheduling.
• Cross-device compatibility for flexible access.

4. How do I keep virtual meetings engaging for my team?

Encourage participation by:

• Asking specific team members to share updates.
• Using interactive tools like Miro for brainstorming.
• Inviting quieter team members to contribute by asking open-ended questions.
• Using screen sharing for visual presentations.

5. How do I choose the right meeting software for my team’s needs?

Consider:

• Team size and meeting frequency – smaller teams may need simpler tools, while larger teams might require robust platforms like Zoom or Teams.
• Integration with other tools your team uses (e.g., Microsoft 365, Google Workspace).
• Ease of use and accessibility features.
• Security and reliability, especially if you're dealing with sensitive information.

6. What are some common challenges with virtual meetings, and how can I overcome them?

Common challenges include:

• Technical issues – Ensure stable internet connections and up-to-date software.
• Time zone differences – Use scheduling tools like Calendly to find times that work for everyone.
• Participant engagement – Use icebreakers, keep meetings short, and ensure everyone has a chance to speak.

7. Can I improve hybrid meetings by using additional tools?

Yes! Tools like Officely can help manage hybrid work schedules, balancing virtual and in-office meetings. It helps track who’s coming to the office and when, facilitating a smoother coordination between virtual and in-person participation.