Leading great virtual meetings

This past weekend I hosted a Zoom party for my kids and their friends. No big deal right? Well, maybe it didn't have to be, and I guess I could have kept it simple...but that ain't how I roll! I saw it as an extension of my work. After all, this was basically just another workshop - but for kids. If you've ever attended one of my training sessions, you know that I make every effort to keep things informative, engaging...and fun. Tricky to do on virtual, but I've been doing it for the past year now and I've learned a thing or two along the way. I know that a lot of you lead virtual meetings or events of your own. I recently received an email from one of my readers requesting some advice on facilitation. This post is dedicated to him. :)

Whether you're hosting a professional meeting or a personal one, there are ways to greatly enhance the experience for everyone attending. Here are my top 5 tips:

1. Set your stage

2. Share an agenda

3. Include a buffer

4. Humanise the experience

5. Include the audience

1. Set your stage

To come across as professional and engaging, you should optimise your setup for camera, lighting, sound and background. For more on how to set yourself up for video, scroll to the end of this page to see 'recent posts'. Also, you'll want to make sure that you test everything before you begin. Log on early and practice it all - share screen, click on every link, run through every slide. Do what you can to avoid the dreaded tech problems.

2. Share an agenda 

In the first 5 minutes, let people know why you're meeting and what that will look like. Share an outline with topics and time - then do your best to stick to it! If you're not exactly sure how long your meeting will last, be conservative with your estimate. (For example, say 60 minutes even if you might end at 50 minutes.) People hate to go over time and love to end early!

3. Include a buffer

Always include a buffer in your schedule for tech problems and late arrivals. Even if you plan to start on time, remember that tech problems can arise at any point. I leave anywhere from 5-15 minutes buffer time, depending on the size of the audience and length of the event. I figure, the more people there are and the longer I'm with them, the more chances there are for things to go wrong!

4. Humanise the experience

It seems hard to do this when we're all sat alone, talking to our screens. But as a facilitator, there are numerous ways to create a more human experience. Start by being yourself and getting more of 'you' across - through your words, your actions, even your background. It's also helpful to acknowledge a personal or shared experience rather than diving straight into business. E.g. "The weather was great this weekend, I went for a long bike ride." Here are two videos with some more AWESOME ways to humanise the virtual experience: Look into the camera and Smile for the camera.

5. Involve the audience

All human beings have a natural desire to be seen and to be heard. Too deep? Alright, then just remember: an active participant is much more likely to stay awake and tuned in! Involve your audience members by calling out their names, asking questions and inviting them to participate. Of course, you can also throw in some fun ice breakers and energisers, but that really depends on your crowd and your comfort level.

These tips will work wonderfully for any virtual event, regardless of the audience. But I will tell you, if you've got kids in the crowd, you get to have a whole lot more fun!