Virtual meetings – you either love them or hate them.
Not to be confused with hybrid meetings, virtual or remote meetings are those where ALL participants are online vs. a combination of in-person and online attendees. Offering many tangible benefits, virtual meetings have also brought about significant concerns and challenges for both employees and managers.
This article examines the science and strategies for leaders to ensure that their online virtual meetings are well-planned and executed, leaving team members energized and primed to contribute to the organization’s overall success.
How Effective are Virtual Meetings?
The pandemic may have kick-started the widespread adoption of remote work, but COVID-related mandates have ended, and five years later, hybrid work environments and online meetings persist.
Everywhere.
In fact, over that period, time spent by employees in online meetings and remote conversations has tripled.
Virtual meetings facilitate globalization and foster collaboration across borders, enabling businesses to conduct operations from anywhere in the world. We have all participated in virtual meetings. They certainly make the world seem a bit smaller at times, but they also present new challenges and concerns.
How truly effective are virtual meetings if executives consider 67% of them to be failures and 92% of employees report that they consistently multitask during them?
Why People Love Meeting Virtually
There are a lot of things to love about virtual meetings, such as:
- Convenience – anyone anywhere can participate in virtual meetings, assuming they have a screen, keyboard, and a stable internet connection. This unlocks the ability to converse and collaborate with peers and clients worldwide.
- Saves time – not just for attendees who no longer have to spend time commuting, but also for meeting hosts and coordinators who do not have to organize meals or coordinate participant schedules.
- Efficient – without banter and small talk, remote meetings promote efficiency. As soon as participants join the meeting, their attention is on the speaker.
- Cost savings – not having to travel for an in-person meeting means avoiding associated costs. Over time, these savings can be substantial.
- Focus – if participants log on from their own workstations, cameras are on and all eyes are on the speaker; there is less chance of side conversations or tangent discussions taking place simultaneously.
- Environmentally friendly – no travel required means no related transportation emissions to worry about.
Why Aren’t All Meetings Virtual?
Given there are so many benefits, why aren’t remote meetings the gold standard of meetings everywhere? Because if the pandemic and years since have taught us anything, it’s that humans crave connection.
People need and want face-to-face interactions, and there is growing concern over the health consequences associated with a lack of connection. In 2022, US Surgeon General Dr. Vivek Murthy declared loneliness an epidemic and a major public health risk.
We digress, but it’s definitely something for employers to be aware of.
To ensure productive online meetings, beware of these pitfalls:
- Technology fails – online meeting success depends entirely on technology and sometimes problems occur. For example, unstable Internet connections, cameras that glitch, and microphones that sound like their users are underwater can all impact the quality of the call and productivity achieved. Humour helps, but equip teams with working equipment and practise using the technology beforehand to ensure remote meetings run smoothly.
- Flat conversations – it is difficult to generate excitement and feed off the energy in a room through a screen. For example, think of the momentum, creativity, and flow of ideas that can happen in an in-person brainstorming session when team members are able to springboard off one another. In fact, research shows that positivity is contagious so match your meeting format to the outcome you want. Generating ideas? Launching new products or services? Celebrating milestones? Those might all be better in person.
- Lack of connection – engaging online is not the same as meeting people face-to-face. We have all been to virtual networking sessions or remote awards ceremonies (thanks, COVID), and they simply do not compare to the excitement, anticipation, and buzz generated by live and in-person events. Be mindful and switch to in-person options occasionally to foster human connection.
- Fatigue – it can be tedious and difficult to stare and engage on screen for extended periods of time. While going off camera may provide a break for the participant, it can be challenging for speakers or facilitators who remain visible the entire time. As a meeting host, plan scheduled breaks so everyone can turn off their camera, stretch, or grab a drink.
- Limited interaction – so much of what transpires at work depends on positive relationships between and among team members. If the only way to get to know your team is virtually, building relationships can be difficult. Consider adding icebreakers, chat features, polls, or other interactive options to counteract these challenges.
Leader Tips for Holding Productive Online Meetings
We have a better understanding of the pitfalls and what to watch for. While the same basic principles apply to virtual meetings as they do for executing successful in-person meetings, there are a few additional considerations for leaders hosting remote meetings:
- Start with why - There is nothing more painful than being fifteen minutes into a meeting when someone asks, “Why are we here?” or “What are we trying to accomplish?” Clarity of purpose is even more important in virtual settings, where attention spans are shorter and distractions are constant. Begin every meeting by stating the objective and desired outcome. When participants understand the “why,” they stay focused on the “what” that drives results.
- Set clear expectations – you determine the tone, pace, and essential dynamics of a meeting. Clarify all expectations and level set at the start of each remote meeting.
For example, do you:
- Want questions to be held until the end or asked during the meeting?
- Want attendees to mute their microphones or leave them on?
- Expect to share the agenda as is or have items been added or removed?
On a related note, provide an agenda or any reading material in advance if possible so participants can prepare before the meeting, leaving maximum time for discussion.
- Actively facilitate – encourage all attendees to participate and know which team members prefer silence or non-verbal participation. Not everyone is comfortable speaking in a group setting so be aware of quieter meeting participants and encourage them to ask questions and provide input. As leaders, it is acceptable to kindly interrupt or redirect discussions to stay on track and maintain the meeting's purpose.
- Engage chat functionality – promote engagement by utilizing chat features for attendees: they can ask questions, share reactions, and contribute to the discussion in the chat, if they are not as comfortable speaking in group settings. Be aware of the impact of job level, gender, and psychological safety on chat participation.
- Research shows that the higher their job level:
- Women are more likely to use chat functionality in a meeting
- Men are more likely to contribute verbally
- Additionally, if participants feel psychologically safe, this can mitigate the impact of job level on chat participation.
- Be respectful of your team’s time – it’s important to demonstrate that you are mindful of your direct reports’ time. Start and end remote meetings on time; empower your team members to decline unnecessary meeting invitations; and only call meetings when necessary.
- Ask for feedback – good leaders understand that they are constantly learning too. To optimize remote meeting experiences for your team, ask them what is working and opportunities for improvement. Surveys are a great way to gather feedback and generate ideas for creative meeting options. Be open to your team’s suggestions and consider trying something new on occasion.
- Limit the number of meeting attendees – research shows that seven is the ideal number of attendees to maximize productivity. Avoid the FOMO trap and ensure that only necessary team members are invited to the meeting. Share online meeting recordings with ‘non-essential’ meeting participants to help keep them informed and alleviate concerns of being excluded.
- Prepare adequately – a common challenge leaders face is not having time to prepare for meetings which can lead to unproductive meetings, and who has time for that? Spend a few minutes before each meeting to review discussion material. Also leverage technology – for example, share reading material in advance of the meeting or ask participants to review documents and come prepared with questions. This ensures that meeting time is used exclusively for discussions and active collaboration.
- Tie meetings to business outcomes – if the meeting does not help you or your team make progress towards a business priority, reconsider the meeting. For example, sharing a status update or making an announcement can easily be done via email. To help, here’s a quick reference guide for team leaders.
- Turn video cameras on – this prevents social loafing and minimizes distracted behaviour. No one wants to be on camera for others to see that they are multitasking. An added benefit of keeping cameras on is that it is easier to connect with faces than black squares on a screen. As leaders, turn your own camera on and ask online meeting attendees to do the same to promote engagement.
Online meetings in and of themselves are not the issue. They promote collaboration, facilitate discussion, and are invaluable for sparking creativity – when executed well. Following the simple strategies outlined can help keep your virtual meetings focused, efficient, and productive.
To transform your company’s remote or in-person meeting culture and take it to the next level, contact the experts at Kairos. Our integrated meeting platform will dashboard your organization’s meetings, generate actionable insights, and provide evidence-based guidance on how to leverage meetings within your business to accelerate overall performance. Kickstart 2026 to be your year of unprecedented results.