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How to Run a Successful Virtual Meeting 101

Writer's picture: Authentic AlexaAuthentic Alexa

Updated: Jun 12, 2020





All of a sudden, the world has shifted to a place where we’re all quarantined from each other and are forced to telework. We all have to quickly learn how to do business 100% virtually. Are you ready?


If you’re not, DON’T panic. I’m here to help! In fact, I’ve been running my business (now, businesses) for the past few years almost completely virtually. It doesn’t take a lot. It only takes an open mind and some determination to know how to run successful virtual meetings with your clients.


The first thing you must have is good WiFi bandwidth. You should have at least a download speed of at least 50 Mbps, but depending on how many other devices you have using the internet, it’s better to have 100 Mbps or higher. To test your network speed, you can go to speedtest.net.


The second thing you need to make sure you have is the right kind of hardware. Make sure you have an updated computer, laptop, or tablet. When it comes to the web camera, it’s really up to you. Some people believe in turning the camera on during a client virtual meeting to interact with them on a more personal level. Others think that it’s distracting and only like using screen share (mirror exactly what’s on your screen). If your computer, laptop, or tablet doesn’t have an updated camera and you would like to be more interactive with clients, you can purchase something inexpensive from Best Buy or Amazon.


In order to sound clear, block distractions, and cancel background noise, I recommend purchasing a headset or a pair of headphones. This really allows you to work from anywhere. I work remotely from the beach sometimes, but it’s only possible because of my MacBook Pro, iPhone, and AirPods Pro. Sound isn’t completely blocked out for the person on the other end though. You do have to be considerate about that. Most, if not all, of the time, you’ll still need to find a quiet place to do your virtual meeting.


Once you have the WiFi and hardware, you then need to decide which virtual meeting platform that you’ll be using. If your company hasn’t provided the VM platform already for you, then there are so many options for you to choose from. Some popular platforms are Zoom, Go-to-Meeting, Ring Central (if you’re looking for an all-in-one phone, text, and VM platform), Skype for Business, and Google Hangouts. All of them are relatively easy to use.


You’ve got your virtual meeting platform open and ready to begin a client meeting, now what? Take a step back and think about how you currently structure your meeting when you’re face-to-face with your clients. Put together an agenda template that you can use over and over when you take clients through your process. If there are any visuals, marketing materials, and/or analyses that you use, save them to your computer in pdf format. Have them already open on the computer/laptop/tablet. And make sure that your computer files are clean so that clients don’t see crazy clutter. Another optional tip is to have a picture of your family as your computer/laptop/tablet background as a talking point with your clients. It’s all about building relationships, and this is a great way to connect with people!


If you decide to keep the camera on, then make sure you look professional from the waist up. Even if you decide to keep the camera off, for motivational purposes, it still might be a good idea to feel put together at least from the waist up. I opt to wear sweats or basketball shorts on the bottom, but whatever works best for you! Lastly, make sure you have a nice looking background and be mindful if you plan on moving around with the laptop/tablet.


If you take notes during your meetings with clients, then this tip is for you. If not, then you may want to start so you don’t have to spend as much time remembering after the meeting. We don’t retain as much information as we think we may. There are three options that I’ve found thus far: hand-written notes using a notepad, hand-written notes using a tablet, or typed notes using a note-taking app or program. My team and I really enjoy using Trello to take notes, collaborate with each other, monitor our client process and outstanding projects. When I run my virtual meetings, I like to use my iPad as a secondary display. This allows me to have my virtual meeting and client-facing documents on one screen, and have my notes on the other screen so I can seamlessly go back and forth between the two. It’s also great for productivity even when not running virtual meetings!


Now, time to go live and start your first virtual meeting! Your first attempt should be with a friend, family member, or a very close client to ask them for advice and role play with them. Don’t be afraid to jump right in! It may be scary at first, but it gets so much easier. Experience is the best way to learn. Keep on learning through experience with your clients. Good luck venturing into the virtual world!


How to run a successful virtual meeting 101 checklist:


  • Computer/laptop/tablet

  • Camera (if not already on computer/laptop/tablet, optional)

  • Headset or headphones

  • Quiet space

  • Virtual meeting platform

  • Prepare for meeting (client process & agenda)

  • PDF documents on computer/laptop/tablet & clear clutter from desktop

  • Professional background and look from waist up

  • Notes on paper, tablet, or computer

  • Practice and then go live!


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