How to Make Virtual Meeting Rooms More Engaging

by Ricoh Malaysia 15 Jun 2021

When a company has a meeting in a physical conference room, it's much simpler to adjust to the atmosphere and use in-person communication to make the meeting more engaging.

Businesses, though, are losing a lot of that agency as remote work and virtual meetings become more common.

As a result, many participants may become distracted and lose interest in the subject. In some situations, this may result in misunderstandings and other undesirable outcomes.

Remote meetings need to do a better job of immersing their attendees in the topic. From having a smart meeting or conference room to choosing a word of the day, this post will teach you how to make virtual meetings more engaging.

  1. Set up Smart Meeting Rooms

    Smart meeting rooms are productive environments where teams can easily communicate, collaborate, and showcase their work and ideas

    As meetings get more digital and processes become more intelligent, redundancies are eliminated, meeting management time is decreased, manual mistakes are eliminated, and output is standardized across the board.

    In other words, individuals will have fewer things to worry about and will be able to focus on more important elements of the business, such as decision-making, making your meetings more engaging and productive.

  2. Engage by Showing Your Human Side

    It might be tough to captivate your audience now that virtual is the standard. Regardless of the difficulty, this is your organization's chance to define its identity.

    As appropriate, inquire about how the speakers are coping. Include a sense of humour to demonstrate the human side of your company. Because of the social distance, your audience will value the connection more and be inclined to participate.

  3. Make an Agenda and Stick to It

    Virtual meetings may be an effective method to interact with your team (or clients), but they can also quickly go off track.

    Set a clear agenda for each meeting to increase your productivity. Send out your agenda ahead of time and assign precise tasks to each participant. Because everyone has something useful to give, this will increase engagement and collaboration throughout the meeting.

  4. Make It Interactive

    Virtual meeting overload is real, and it's difficult to keep focused when meetings are scheduled one after another

    Recognize what requires a face-to-face meeting and what can be accomplished using collaborative platforms like Microsoft Teams.

    Use breakout rooms and whiteboard tools to make the session more participatory. Make use of visuals, ask questions, and be clear about the agenda and conclusion of the meeting.

  5. Word of the Day

    Pick a word of the day, such as "Orange," at the outset of each meeting and see who can weave it into the discourse without others noticing.

    For example, “I truly believe that if we Orange the plan with more creativity, everything would be so much more efficient.”

    If you catch someone using the term... scream, “word of the day!” ” This antic will bring some fun to the meeting, make it more interesting, and keep the team engaged on what is being discussed.

  6. Utilize the Chat Feature

    Encourage conversation involvement during any virtual meeting. Soliciting replies from participants throughout the meeting, even if it's just a simple "yes" or "no," will keep them engaged for the duration of the conversation.

    Furthermore, just considering and putting down a response helps virtual attendees to connect with and understand the content being given.

  7. Personalize to Every Participant

    In the virtual meeting, address everyone by their first and last names. As you proceed, reiterate and summarize essential themes, and then come to a halt to solicit questions and concerns from the virtual meeting body.

    Stopping now and then is more helpful because it allows people to redirect their attention.

In a Nutshell

Now that co-workers, supervisors, or employees aren't physically present in meetings, it's time to be creative. It's a good idea to begin virtual meetings with a lighter tone.

For the initial few minutes of the session, don't be hesitant to engage in some small chat. This way, you may start a conversation with the team and see how they're doing, personally.

Casual discussion can inspire previously silent team members to speak up, as well as develop rapport between leadership and lower-level team members, resulting in a more engaging meeting.