Tackle Your Tech: 4 Ways Technology Can Support Your Virtual Meeting

As our organizations have adapted to become titans of technology, it has become clear not all leaders have made a smooth transition into the realm of virtual meetings. Too often our meetings are plagued with user error that leave attendees bored and disengaged. Instead of surrendering control to our respective meeting platforms, we should actively find ways to use those platforms to facilitate a productive and tech-friendly meeting for the whole team.

In my experience, navigating virtual meetings requires the type of expertise you can only acquire through practice and a commitment to mastering your team’s technology. The following suggestions will help to ensure your technology is working for you and not against you in your virtual meeting.

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1. Send a meeting agenda with expectations in your Zoom invite.

To make sure your meeting starts off on a positive note, take some time to create a realistic digital agenda that you and your members can use. I like to use these virtual invitation and interactive agenda templates to list the anticipated duration, the expectation that cameras are to be kept on, a to-do list in order of importance, and what materials are needed for the meeting.

Meeting Agenda Template.docx

Download DOCX • 16KB

Here is my favorite template!

Feel free to customize it for your next virtual or in-person meeting.

By using integrative technology to support your meeting's goals, you are demonstrating your competence and commitment to hosting enjoyable and effective meetings. These small actions promote more intentional virtual interaction, hold everyone accountable for time and topic standards, and communicate that you are prepared to engage in an active discussion despite the distance.

2. Anticipate technological needs, be prepared.

As the host of your meetings, you are going to drive the technology and lead the discussion. If you know beforehand your meeting will require supplemental materials such as spreadsheets, charts, emails, and documents to share on your screen, have them prepared on your computer.

This also means you are logged-in to the necessary sites and applications so you don't experience unnecessary interruption or worse reveal private login information. By being prepared, it demonstrates you have thought ahead and are being considerate of everyone’s time.

3. Familiarize yourself with Zoom–become an expert.

If Zoom functions such as screen-sharing, annotating, recording the meeting, or using the waiting room are unknown, you need to become familiar with them. These are all exceptional tools that keep members’ participation up and idle time down.

When I am conducting consultations or presenting, I like to use the annotate function to highlight key points on the screen. This makes the meeting more hands-on, especially if other members use the same function to add their ideas!

Here is a screenshot showing where you can find the annotate function when sharing your screen.

For additional tips and tricks, LinkedIn Learning is an exceptional resource with over 800 videos and almost 50 courses dedicated to mastering Zoom.

4. Use breakout rooms to keep your Zoom meetings manageable

Once you have spent sufficient time becoming an expert on Zoom, utilize the breakout room function to manage the discussion. You can choose to pre-assign members to specific groups or let them be self-selected; regardless, both allow for a unique, collaboration experience.

I have used these rooms in both academic and professional settings, and found them to be helpful in generating more creative solutions and getting to know your teammates as well.

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Remember, every Zoom meeting is a new opportunity to showcase your expertise as both a virtual team leader and technology user. You do not need to know everything about every platform, but it is important to have confidence in what you can do! By implementing the four suggestions, you are investing in a better future for yourself and your team.

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Don’t let technology overtake your meeting. Lead your team and tackle your tech.

What technology are you utilizing in your in-person or virtual workspaces? How have you used technology, such as Zoom, to facilitate a better virtual experience for you and your team?

Leave a comment down below and share your answers!