Virtual Meetings: How To Run One From Start To Finish

As organizations struggling to safeguard staff against coronavirus spreading with travel limitations and remote working arrangements, there is a clear chance of day- or possibly week-long interviews with teams, customers, or suppliers.

As soon as one to two people attend any meeting “connect,” productivity will start to deteriorate under the best of conditions. A lengthy list of causes is available. Virtual meetings are often seen as a multi-task license. 

The aim and design of the dialogue tend to not be more careful with meeting organizers. And one or two participants usually dominate the conversation while other participants sit down and “set out.” But this is not the way it has to be. 

The adoption of fundamental best practices and easy-to-use, affordable technologies may be made more successful in virtual meetings, even spontaneous ones caused by fear of infection.

In this article, we will discuss what is a virtual meetings, the advantages, and disadvantages of virtual meetings. Some good steps for a successful meeting.

What Is A Virtual Meeting?

Virtual meeting meaning: A virtual meeting is just an online meeting tool instead of being physically held in the same conference place with all participants. RingCentral Video, and other instruments, such as GoToMeeting, Google Hangouts, Microsoft’s Teams, Zoom, and Skype, are part of virtual tools to meet. These are some virtual meeting apps.

virtual team meetings are usually used by people to include distant team members worldwide (or in different parts of the same building). Most importantly, they all communicate and see each other on the screen using virtual conferencing software. That’s the perfect definition of what is a virtual meeting.

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Types of Virtual Meeting

There are several kinds of virtual meetings and your choice depends on your team and your company’s requirements. Teleconferencing, video conference, and online conferences are the primary ones we will speak about here.


Teleconferencing- remote meeting

Typically, a teleconference is an audio-only meeting when faraway team members phone and participate in the conference. These sessions are best suited to small groups in which everyone participates.

The major benefit of teleconferencing is their simplicity: less tech than other forms of virtual meetings is involved in organizing a session. The drawback is that you cannot see the responses of others and the language of your body.

Video Conference

Video Conference- virtual meeting

Video conferencing is like a face-to-face team gathering, but not personally – at least not physically.

Of course, the immediate benefits of video conversations are that all visual information – such as the language of the body – and audio information may be collected. This makes the entire discussion so much more personal.

You even get high-quality video and audio with online meeting software, like RingCentral Video, which means participants can watch and hear each other in video conversations.

Web Conference

Web Conference

Most people call web conferencing a more practical kind of virtual meeting. They can be used for presentations and virtual events, for projects (e.g. through screen sharing and whiteboards), and for training courses.

Web conferences enable peers to collaborate concurrently on the same project. Webinars are commonly mistaken, but we need to be careful to differentiate between the two because they are not exactly the same.

“Webinar” means “web” and “seminar.” It is mostly an online workshop. This is tending to be a unique mode of communication, except for Q&A sessions, with multiway communication being involved in web conferencing.

Here Are 12 Steps For Run A Great Virtual Meeting

Here are some important virtual meeting tips and virtual meeting etiquette.

1. Use Video Meetings

Use video conferencing, instead of traditional dial-ins, to let participants believe they are all at the “same” meeting. Technology — such as Zoom, Skype, and GoToMeeting — contributes to personalizing the discussion and engaging participants.

2. Include An Audio Dial-in Option Always

Video conferencing can work extremely well but is not always available on a good Internet connection. The capacity to engage through voice is needed, but it is apparent that video is the new standard initially.

3. Foretime Testing Of Technologies

Nothing will destroy momentum, like a 15-minute delay at the beginning of a meeting, as individuals require a software download, cannot work on video, etc. All participants should test the technology and ensure that they are acquainted with the main features before virtual meeting ideas. And remember, your staff may have to know about multiple software products for supplier and customer communications.

4. Ensure Visible Faces

Video conferencing is more efficacious if individuals can see the face and body language of each other. Ask them to sit near their camera to help replicate the privacy of a personal encounter.

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5. Keep To Fundamental Fulfillment

Set explicit goals before the conversation and, if necessary, send pre-read. At the session, utilize an agenda, establish meeting rules, make interruptions and clearly define the next steps after each segment and at the end of the meeting (including time and accountability).

6. Minimize The Length Of Submission

A long presentation during a virtual meeting is the only thing that is worse than a long presentation in person. Discussions are supposed to be meetings. Preliminary background information should be supplied. If you have an opportunity to show the dialogue, you may use screen sharing, so the participants can “be on the same page.” But give priority to discussion so that people gaze at each other as much as possible.

7. Use An Approved Entry Exist

Although we are not great fans, it is vital that individuals feel isolated by every instrument to strengthen ties between people. Furthermore, it’s vital to know if a participant might have a close friend or relative who fights the infection.

8. Assign An Advisor

Usually, a virtual conversation is tougher to handle than an individual discussion. One person may help to direct the conversation, so that the other participants may concentrate on the topic of the discussion. The facilitator can also make sure all opinions are heard using a polling method to “take up” the pulse of the group on particular issues. The facilitator should also be able to solve fundamental concerns about the technology utilized

9. People’s call

It is one of the hardest parts to have everyone engage without commenting about each other. In order to prevent this, we propose that everyone speak regularly, even by practically “walking around the table” before a decision is made. Certain software programs allow participants to raise a hand if they desire. The facilitator can therefore lead to closure without the risk of ignoring the opinions of an introverting participant.

10. Capture Feedback In Real-time

It can be tough to gather and evaluate good quality feedback at a virtual meeting, especially when visual information is harder to understand. To obtain feedbacks on-demand from participants on specific subjects in real-time use a telephone survey technology such as Poll Everywhere. Keep the poll active, separate, and avoid interrupting dialogue from the video conference. Participants will require explicit instructions on how and practices may be used, but groups can hang it up relatively fast and the work is worthwhile.

11. Don’t Be Embarrassed To Deal With Unpleasant Problems.

The meeting is almost a learning activity, and you will be surprised how much you gain out of it as soon as you and your team start working in this fashion comfortably. It may seem reasonable to wait until everyone is personally discussing serious problems but this is not an option. Don’t be afraid of contentious subjects.

12. Practice More to Make Perfect

Hold almost your next meeting, with each manager sitting in his office and hooking up with no help. Gather and discuss the experience when the meeting is completed. It may be a significant problem in the next several weeks to not be able to work with colleagues in the same room. You may need to change how your team conducts your meetings to make virtual meetings work. A little preparatory investment might now have an enormous impact if that time arrives.

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Advantage Of Virtual Meetings

Virtual meetings enable many things which otherwise would be hindered by geographical limitations. Let us examine the major advantages more closely:

Connect To Team Members Worldwide

With remote work, working with colleagues abroad is easier than ever before. We don’t only work with folks who work at the company locally anymore. All you need is a solid Internet connection with top talents throughout the county and even across the whole planet (and maybe a webcam).

The Expense Of Travel Is Reduced

Sometimes a team member may wish to collaborate with a project, or you may need to engage with an external consultant more closely. The prices might, however, quickly increase. Virtual conferences help you, as you may work closely and distantly, to save these expenditures.

Wider Customer Access

You can get new consumers from elsewhere in your local region and domestic market through remote work and virtual meetings. Now that it is so simple to remotely interact with individuals around the globe, you may grow to new, less competitive areas and increase your income.

More Flexibility

Another major advantage of remote meetings is that you may make your schedule more flexible. There’s no need to move about and attend a gathering physically, therefore it’s easier for everybody to find time in the gathering.

Say that one of your coworkers must pick his kid at 14 p.m. His day would normally have to stop at 1.00 p.m. so he may pick her there. But with remote meetings, after his kid has been taken home and allowed to complete her homework, he can simply resume his business day at 3 pm.

This additional freedom contributes to a more enjoyable working environment for everybody.

Stability And Strength

You can’t foresee some scenarios as a business owner. Almost all was altered overnight: food shops, school, visits relatives and friends, the manner in which we spent our weekends — all.

This also covers the job. Many companies have had no choice except to cease operations and organize alternatives. The possibility of moving to virtual meetings and remote work allowed these companies to remain operational.

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Disadvantage Of Virtual Meetings

Although remote meetings provide significant benefits, there are also some small drawbacks:

Established A Setup

To begin with, internet meetings entail certain technological configurations. It’s easy to handle, although some teething difficulties may arise, particularly for individuals who haven’t been involved previously.

Everyone (most probably) will attend the conference from home and will thus have varied operating systems, audio, video, and Wi-Fi connections.

But after these small problems have been sorted out in a few sessions, it must sail smoothly.

Keep Engaged All Participants

Another virtual meeting software difficulty is that it may be a challenge to focus and engage everyone.

Even though everybody can see each other, they’re still behind a screen and in different rooms. This means that being inactive is considerably simpler than having in-person meetings, particularly when there are many participants. However, video lectures are more attractive than audio calls.


Remote work and remote meetings are becoming an increasingly significant aspect of our lives. Already, many companies moved to more remote working methods, in a trend that has been significantly accelerated by the COVID-19 epidemic. Of course, it has its difficulties to go to remote employment.

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