Managers and leaders had to pivot quickly to shift from face-to-face meetings to virtual meetings at the start of the new “work-from-home” era without any guidance. Today, it’s obvious that virtual meetings are here to stay as organizations adopt hybrid work solutions, and many companies making work-from-home solutions permanent. It’s more important than ever that leaders learn to improve their leadership style during virtual meetings to keep their participants/team engaged and productive.

Implement these simple, but powerful, best practices the next time you are leading a virtual meeting, and experience the difference it makes in the effectiveness of your meeting.

1. Request comments, feedback, and other contributions to the meeting in advance.
Remember how you felt in school when a teacher called on you unexpectedly? Your meeting participants are all adults, but being put on the spot by an unexpected question still causes most people anxiety. If you want comments and feedback from everyone during the meeting, let participants know ahead of time so they come prepared. It is helpful to send out a meeting agenda in advance as well, so everyone knows what the focus of the meeting is.

2. Acknowledge contributions and feedback.
Every member of your team has a need to feel included and valued in your organization. Use active listening skills and give your undivided attention when someone is sharing their thoughts or feedback. Thanking them for presenting their ideas will encourage more engagement from others in the meeting. These simple acts build trust and create an environment that encourages engagement.  Participants will follow the example you set, and you will see more collaboration occurring as team members also acknowledge each other’s ideas and feedback.

3. Always start and end on time.
It’s important to realize that people attending your meeting have busy schedules. Be respectful and arrive 10-30 minutes early to your meeting so you can handle any last-minute technical issues that could delay the start time. Be aware of how much you can reasonably discuss in the timeframe allocated, and avoid the temptation to cram too many topics into one meeting. Stick to your agenda, and give people enough time to make comments, but avoid having someone monopolize the conversation. If your meeting must run longer than planned, give team members the option to drop out of the call if they have another priority to attend to, and provide a quick break to stand up and stretch, or get a cup of coffee, for those remaining on the call.

While these ideas may sound simplistic, many leaders are unaware of the positive impact this can have on their meetings.  Following these best practices will set you apart as a leader, build trust between you and your team members, and create an inclusive, collaborative environment for everyone involved. That’s a win-win for everyone!