Good Practices in Organising a Virtual Meeting

2. • Nowadays, the future of work is hybrid. Whether we like it or not, hybrid and virtual
work is here to stay as the workforce becomes more distributed. As a result of forced
virtual work during the pandemic, many companies realized employees don’t need to
be in a physical office to be successful or have successful meetings. In fact, multiple
studies show remote work actually boosts productivity. Therefore, companies like
Twitter, Slack, and LinkedIn made the decision to offer permanent virtual work options.
• Virtual meetings provide an opportunity to gather people in different locations efficiently.
In order to make your meeting as productive as possible, meeting hosts should
consider the best practices to ensure a smooth and productive virtual meeting.
Introduction
• As remote and hybrid work become the new norm, it will be increasingly significant that
virtual meetings are productive. To help make your virtual meetings more effective,
there are practices you can apply today to improve virtual meetings within your team.

4. Respect
• Maintain a respectful attitude at all times.
• Ask opinions from coworkers on their preferred meeting time.
• Be aware of different time zones for international coworkers.
• Do not organise a last minute meeting.
• Accept constructive criticism from coworkers post-meeting
Honesty
• Always be transparent.
• Never share any of the clients personal information.
• Any conflicts should immediately be reported.
• If a meeting will be being recorded, inform the participants
beforehand.
Time Management
• The meeting should not be too long or too short.
• Never organise a meeting outside of work hours.
• The meeting should not start earlier than informed.
• Keep track of discussion points to better organise time.

5. Communication
• Ensure that the meeting time is circulated to all employees.
• For example, an email should be sent a few days to a week
prior to the meeting.
• On the day of the meeting, a message or email should be sent as
an alert to remind them.
Leadership & Teamwork
• Take initiative to organise a meeting after consulting the
coworkers on their schedule.
• Circulate the meeting time to the team members.
• Tell the team members to inform other that might be having issues
(connectivity etc)
Accountability
• Apologise if there are any issues regarding organisation.
• For example, a coworker did not get included in the meeting
invitation by accident and missed the meeting as a result of it.
• Seek help if there is a problem regarding the meeting organisation.
• Find an effective resolution to problems and not leave it unfinished.

6. Social Principles in virtual meeting
Be fully present and treat it like a face
- to - face meeting and always turn on
the video and take a break when
needed.
Always share responsiblities
with others in a virtual
meeting with others for
chairing, note - taking and
also presentation.
Share screen or slides or notes
to make sure all participants
are always aware of the
meeting content.
Be flexible and always trust
human creativity as technologies
will always have glitches. If
someone gets frozen, trust them
that they will always reconnect
to the meeting soon.
Go offline to take a little break
as it may be very exhausting. A
little break would help to
restore productivity.

7. Protect Privacy and Test Technology
Use Personal Meeting ID to prevent
unwanted people from entering the
meeting and to make sure there's no
problem.
Choose Right Technology
Utilize larger web conferencing platforms
for larger audience.
B
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Have an Agenda
An agenda for a meeting should outline the
main topics, subtopics, and time limits to help
clarify meeting purpose and attendee roles.

8. Minimize Distractions
All the non - essential programmes and windows
should be closed. Devices are to be set at
'Do Not Disturb' and avoid multi - tasking.
Elevate Your Presence
A virtual meeting is most effective when
others can see your facial expressions and
other nonverbal cues. Cameras should be eye
level on the monitor you plan to use for the
conference.
DURING MEETING

9. DURING MEETING
Mute Microphone
Keep microphone muted until it is
your time to speak to prevent other
presenters from getting distracted.
Be Inclusive
At the beginning of the virtual meeting,
greet and introduce co-attendees and
set the tone for participation.

10. A
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Conclude with Clear Action Items
End virtual meetings in the
designated stop times, reserving five
minutes for wrap-up and next steps
to ensure all attendees understand
the points clearly.
Share Meeting Notes
Share a concise recap of the
discussion to all attendees. Make sure
it includes meeting notes and a
summary of any action items..

11. 10 grundlæggende principper for effektive virtuelle teams. (n.d.). Lederindsigt. Retrieved November 24, 2021, from
https://lederindsigt.dk/en/tools-templates/10-fundamental-principles-for-effective-virtual-teams
Best Practices for Virtual Meetings. (2021b, July 14). Georgia Tech Professional Education. Retrieved November 24,
2021, from https://pe.gatech.edu/blog/future-work/virtual-meetings
Mansfield, R. K. (2018). Employee Job Satisfaction and Attitudes in Virtual Workplaces (Doctoral Dissertation).
Walden Dissertations and Doctoral Studies.
https://scholarworks.waldenu.edu/cgi/viewcontent.cgi?article=6375&context=dissertations
Halpern & Scrom Law PLLC. (2021, May 10). Professionalism in the Virtual Workplace.
https://www.halpernadvisors.com/thought_leadership/professionalism-in-the-virtual-workplace/
Seven social principles for online meetings: an illustrated summary. (2020, April 8). DRIFT. Retrieved November 24,
2021, from https://drift.eur.nl/publications/seven-social-principles-for-online-meetings/
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