Making virtual meetings more engaging: Tips for an in-person experience

In our most recent research, we learned that most U.S. employees continue to prefer hearing from managers and the organization though in-person meetings. But for so many reasons in-person may not work for your organization – maintaining coverage in healthcare or a call center or due to a geographically dispersed workforce, for example. To ensure employees feel in-person when they can’t be, we have pulled together strategies to create an atmosphere that fosters collaboration, connection, and creativity.

1. Ask for desired topics and questions in advance.

Prior to the meeting, provide brief context for the likely topics and ask participants questions to get engagement in advance. “What do you hope we cover? What questions would you like us to address?” This not only gives them a sense of involvement but also allows you to tailor the agenda for greater relevance. By addressing these questions during the meeting, you ensure that any concerns are dealt with primarily, fostering a more interactive environment. If you struggle to get general engagement with requests like this you could ask managers to have this discussion, live in their team meetings when ideas are more likely to flow.

Addressing a sensitive or contentious topic? Tools like Slido allow employees to ask questions anonymously, which can help grease the wheels of communication when things are tense or uncertain.

2. Prepare to proactively engage the chat.

Someone I worked with once said, “They will care more about what you have to say if you let them talk first.”

Prepare for a simple question to ask in the chat early to wake people up and set the tone for participation. The first question should be interesting, but something that doesn’t require too much thought. It could be something work related, like “Which of our values do you see demonstrated most consistently?” or something lighter, like “Where is your dream vacation spot?” Intentionally review the meeting topics for opportunities to use the chat to keep the conversation going.

Covering a lot of ground in this meeting? Keep someone on-site near a computer to monitor chat additions to actively bring in those comments to help virtual folks feel more connected. Ensuring that remote employees’ comments are publicly acknowledged just as readily as on-site employees’ helps encourage broader – and deeper – engagement.

3. Utilize breakouts to break up the flow.

As you consider chat topics, are there any questions that are worth more focus? So many meeting systems have made breakouts easy to manage.

Consider a time or two during the meeting when you can send people into smaller breakouts to discuss key points. A simple, but interesting idea would be to have people get into small groups and consider, “Who have you seen delivering on our values? What did they do?”

If you decide to include breakouts, definitely see item #5 (conduct a technology run-through) – poorly managed breakouts will add frustration rather than engagement.

4. Share recognition moments.

Incorporating stories and moments of recognition during the meeting can enhance morale and engagement. Sharing a success story or recognizing a team member’s hard work injects positivity and establishes a culture of appreciation. These anecdotes can serve as emotional touchpoints, reminding participants of their shared goals and achievements. Virtual meetings can often feel distant; humanizing these moments brings everyone closer together, creating a more cohesive group dynamic.

5. Conduct a tech run-through.

Technical difficulties can crush engagement in virtual meetings. Watch people’s facial expressions the next time someone struggles to unmute themselves, or the video doesn’t play. It kills the mood.

To combat this, conduct a tech run-through before an important meeting. Ensure that all presenters are comfortable with the software and tools being used. Check audio and video setups, presentation links, and other digital resources. A seamless tech experience enables attendees to focus on the conversation instead of troubleshooting, contributing to a more fluid and enjoyable experience.

6. Ask for feedback.

Nothing let’s employees know you care about their experience than asking for their input. After you have tried something new or more engaging in a meeting, ask for feedback. You could go for data and use a survey, or you can chat with representatives of different teams. What did sales think? What was the post-meeting chatter in the warehouse? When people know you care about providing a solid meeting experience, they are more likely to forgive the occational tech hiccup and give you the benefits of the doubt.

Virtual meetings are often the only option for busy, dispersed teams, so it is essential to invest in strategies that foster respect, participation, and morale. By leveraging advanced planning, interactive tools, and a personalized approach, you can transform your virtual meetings to feel more like an enriching in-person experience, ensuring that everyone leaves feeling motivated and connected.

Learn more about how Reward Gateway | Edenred can help you improve your employee experience journey, and make your corner of the world a better place to work.