5 Tips for Virtual Meeting Engagement
Cathie Leimbach • January 8, 2024
Virtual meetings have their pros and cons. We can meet without travel time and expenses, so we can connect with people far and wide with shorter notice. However, screen fatigue and double tasking can result in them being less effective. Here are a few tips that help overcome the downside of virtual meetings.
- Ensure that everyone in the meeting is familiar with the technology you will be using. Before you call the meeting to order or in the first minutes of the meeting, take time to show participants how to use the software. A helpful approach is to show your screen as you demonstrate various features.
- When two-way communication is expected during the meeting, ask or require everyone to have their camera on. This reduces double tasking and allows participants to get a better feel for each other’s buy-in or concerns with the matters being discussed. In some companies anyone who does not have their camera on during a team meeting is noted as being absent.
- If the meeting will last more than 90 minutes, schedule a break every 90 minutes. This prevents or greatly reduces random absences as attendees get drinks or use the restroom. Getting up and moving also re-energizes the participants’ brains so they can continue paying attention, engaging, and retaining important information.
- Use breakout groups, allowing pairs, trios, or groups of up to 5 people to share their thoughts. In larger groups many don’t feel they have enough to add to speak up. These small groups allow everyone to learn other people’s perspectives and to feel heard. Having a group spokesperson share the highlights of their breakout group’s conversation, makes the large group aware of the range of perspectives in their midst faster than having every individual talk in the large group.
- Periodically instruct everyone to stand up for a short activity. You might just be asking them which project team they wish to join or to read the 5 possible next steps on the screen and share which they think should be tackled next. Standing up for 3 minutes is enough for blood flow to the brain to increase, enhancing the value we will add to and take away from the meeting.
Which tip could increase the effectiveness of your virtual meetings? What is the date of your next meeting and how will you incorporate this idea?
I would love to hear other ways of engaging people in virtual meetings. What else have you experienced?
In today’s evolving workplace, one constant remains: employees want to feel valued. Interestingly, research comparing data from before and after COVID-19 shows that employees' preferred languages of appreciation have remained remarkably consistent over time. However, age and gender differences reveal important nuances leaders shouldn’t ignore. Gender differences are clear. Men more frequently chose Acts of Service as their preferred form of appreciation (26%), while women gravitated toward Words of Affirmation (46%). When asked about their least preferred language, women were more likely to rank Acts of Service at the bottom, while men showed a strong dislike for Tangible Gifts. Age also matters. Employees over 60 overwhelmingly preferred Words of Affirmation (48%), while the youngest generation (under 20) leaned toward Quality Time (33%). These trends suggest that life stage and workplace experience shape what appreciation feels most meaningful. The takeaway? While core preferences haven't shifted dramatically post-COVID, effective leaders need to understand and respond to individual differences. Avoid blanket strategies and invest in knowing how each team member feels most valued. Personalized appreciation builds stronger teams—across every generation and gender. For further details, see Dr. Paul White’s article on gender differences in appreciation preference.
Let’s talk straight—leadership development isn’t just a “nice to have.” It’s the engine behind real economic progress. John Kotter, a world-renowned voice in leadership and change, made it clear: organizations don’t rise or fall on products alone—they succeed because of how well they lead through change. When leaders know how to cast vision, inspire action, and adapt quickly, the ripple effect is huge. Teams become more engaged. Strategy gets implemented faster. Resistance turns into momentum. And yes—revenue and results improve. Kotter’s work shows that companies with strong leadership navigate uncertainty better and capture more market share during tough times. Why? Because effective leaders create clarity in the chaos. They don’t just manage—they lead change with purpose. If we want to strengthen our teams, our organizations, and even our communities, we have to prioritize leadership development. Not later—now. Because when leadership improves, so does everything else. That’s not just theory. That’s proven strategy. Click here to view the document: Better Leader = Better Bottom Lines and see why investing in leadership pays off. Let’s build leaders who build better futures.