Managing virtual meetings
Produced in partnership with Beth Pipe FCIPD of OnLive Learning

The following In-house Advisor practice note produced in partnership with Beth Pipe FCIPD of OnLive Learning provides comprehensive and up to date legal information covering:

  • Managing virtual meetings
  • Why virtual meetings are different
  • Getting the basics right
  • Preparing an agenda
  • Chairing a virtual meeting—key skills
  • Virtual meeting technology
  • Avoiding common issues
  • Dealing with distractions
  • Helping your team get the most from the virtual meeting

Managing virtual meetings

Virtual meetings can be held over the telephone, via video call or using virtual meeting software, and can be far more cost and time-effective than a traditional face-to-face meeting. However, hosting (or attending) a virtual meeting is different from hosting (or attending) a face-to-face meeting. Too many people approach virtual meetings as they would a normal face-to-face meeting, but this approach will lead to frustration at best and chaos at worst.

This Practice Note provides guidance on how to prepare and manage a virtual meeting, focusing on the most troublesome aspects and how best to work around them. This includes:

  1. why virtual meetings are different

  2. the importance of getting the basics right

  3. preparing an agenda

  4. the key skills needed to chair a virtual meeting

  5. virtual meeting technology

  6. avoiding common issues

  7. dealing with distractions, and

  8. how to help your team get the most from each virtual meeting

Why virtual meetings are different

Just because you can see and/or hear each other this doesn’t mean virtual meetings are the same as face-to-face meetings. Differences include:

  1. issues caused by timing delays (even if you are using the very latest technology), eg a split second delay in a video call can cause you to miss a visual cue and the result can be confusing and chaotic

  2. in ‘real life’ meetings we are rarely faced with everyone’s face directly in

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