Our working lives have changed beyond recognition over the past few weeks. I’ve certainly been missing the variety and personal interaction that comes with face to face meetings with clients. But the business of running meetings and making effective decisions does not stop.

We’ve compiled some top tips on how to run effective meetings in our new virtual world. In many ways, it’s an extension and honing in of what we do already. None of the tips are rocket science, but there can be a huge difference between a well-run and not so well-run virtual meeting (we’ve all been there!)

Ahead of the meeting

• Review and revise the agenda. No-one is going to manage a 5 hour board meeting without the distraction of home life or emails. Are there business as usual items that could be agreed via email? Should the meeting be split into more than one bite sized session?
• Put the technology in place to be able to run the meeting virtually. What application will be used for the call? Can you share screen (allowing for easier signposting to keep everyone on the same page, literally). Is a video call possible, making it easier to interact with all participants, take cues of when someone wants to raise a question or the advice is misunderstood?
• Printing meeting packs is unlikely to be an option, so set up a secure electronic system for the storage and distribution of meeting packs, such as FocalPOINT, the Hymans Robertson system. This will also be a good back up if screen sharing isn’t available.
• Test any new systems and take the time to go through it with new users ahead of the meeting. Time spent here will reap dividends allowing you to get straight down to business on the call.

Start as you mean to go on

• The role of the Chair is even more challenging than usual, with a strong guiding hand needed. Setting out at the start of the call how it will be run will set some ‘ground rules’ for easier running of the meeting.
• Carry out a roll call once everyone has dialled in. This is a good opportunity to check in with each participant on their working environment. Knowing that children might run past in the background not only adds a welcome human element up front, it also fosters understanding of different individual circumstances.
• Then mute all participants so that there are no interruptions (participants can unmute themselves when they want to speak).

During the meeting

• Presenters should look to minimise their content to leave more time for discussion and interaction. Signpost where you are, but don’t rely on the visuals to get the message across. It might help to think of how you would present to a visually impaired audience. A clear structure of the options, the pros and cons and the recommendation works in most circumstances.
• When inputting with audio only, bear in mind that it is more difficult to recognise voices, particularly in larger groups. Say who you are.
• For topics where there will be a lively discussion, the Chair might agree with the group to ask individually for input at the end of the presentation. This can ensure all views are heard and there is no speaking over each other.
• Voice how you are feeling. Yes, it doesn’t sound very British, but even a simple acknowledgement - “that worked for me” or “I didn’t quite get that”, is invaluable to presenters and the clarity of decision making.
• Recording of decisions is critical (even The Pensions Regulator has highlighted the greater need to do so in the current fast changing environment). Secretaries, invaluable to boards, also have a tougher job- help them by checking in on how the decisions will be recorded at the end of an item.
• Take more regular breaks than you would usually- you can’t get up and pour a coffee as you might in a meeting. We all function better if comfortable, hydrated (and in my case, caffeinated)!

Of course there is always an opportunity in every challenge that comes our way. This one allows us to embrace that technology we’ve been holding back on harnessing. Hopefully we’ll also discover new skills in ourselves and others, like resilience, decision making and verbal communication. And get to know each other that bit better in the process.