How do you run effective virtual meetings that are engaging and productive? We asked business leaders and they shared their most effective strategies for engaging virtual meetings. Discover actionable tips to transform your online sessions into productive, inclusive, and dynamic experiences.
- Shorter Meetings Boost Engagement and Productivity
- Structure Meetings with Agendas and Check-Ins
- Assign Roles to Foster Active Participation
- Use Collaborative Whiteboard Tools
- Rotate Facilitators for Inclusive Meetings
- Start with a Tweet, Follow with Detail
- Share Clear Agendas in Advance
- Call Participants by Name
- Follow the 30-70 Rule for Balance
- Prepare Agendas and Use Breakout Rooms
- Include Short Breaks in Long Meetings
- Use Small Group Talks for Focus
- Make Presentations Engaging and Purposeful
- Establish Clear Rules for Speakers
- Use AI for Real-Time Translation
Shorter Meetings Boost Engagement and Productivity
Let me share something counterintuitive that’s been validated across 4,800+ engineering standups at LinkedIn: shorter, 22-minute meetings consistently outperform standard 30-minute slots in both engagement and action item completion.
The data shows a sharp drop in participant engagement after minute 23. Here’s my battle-tested approach: I start every virtual sync with a 2-minute “system check” where each team member shares their top blocker in exactly one sentence. I’ve found this creates immediate focus and identifies critical path issues before we dive deep. The constraints actually improve clarity.
For context, we saw a 64% increase in documented action items after implementing this format across our distributed infrastructure teams. Quick engineering insight: we built an internal tool that analyzes meeting transcripts for engagement patterns and discovered that meetings with strict time-boxed segments maintain 2.3x higher active participation rates. When I’m facilitating, I treat it like a production system—clear inputs, defined process, measurable outputs.
Harman Singh
Senior Software Engineer, StudioLabs
Structure Meetings with Agendas and Check-Ins
Running effective virtual meetings starts with intentional structure and human connection. We design meetings with purpose by sharing clear agendas beforehand and opening with personal check-ins to build rapport. This small gesture makes attendees feel valued and sets a collaborative tone. When people feel heard and included, engagement naturally follows, transforming meetings into dynamic exchanges rather than passive sessions.
One strategy I’ve implemented is the “Interactive Roundtable,” where every participant contributes insights or questions during the meeting. This method prevents passive listening and promotes active participation. To keep energy high, we also integrate quick polls and visual tools like Miro boards for brainstorming. These techniques not only sustain focus but also create a sense of ownership, leaving teams feeling more connected and inspired to take action after each session.
Shehar Yar
CEO, Software House
Assign Roles to Foster Active Participation
Assigning roles in virtual meetings is one of the simplest yet most impactful strategies to ensure they are both organized and engaging. When participants are given specific responsibilities, such as acting as a timekeeper, note-taker, or facilitator, it transforms their involvement from passive to active. This creates a stronger sense of purpose and responsibility, fostering collaboration and investment in the meeting’s success.
Take the role of the timekeeper, for example. This person ensures that discussions remain on schedule and within the set time limits. Meetings can often get sidetracked by prolonged conversations on one topic, leaving other critical items untouched. A timekeeper helps maintain balance, respectfully reminding the group to move forward when needed, so the meeting flows efficiently and stays productive.
The note-taker is equally important, as they create a written record of the key points, decisions, and action steps. This documentation not only provides clarity for attendees after the meeting but also ensures that those unable to attend can stay informed. In my experience, having clear meeting notes makes follow-ups more actionable and keeps everyone aligned with the agreed goals.
The facilitator, on the other hand, plays a leadership role in guiding the meeting. They ensure the agenda is followed, invite contributions from all participants, and keep discussions focused. An effective facilitator also ensures quieter voices are heard, creating a more inclusive and dynamic discussion.
These roles don’t just keep meetings structured, they also build engagement. When individuals feel their contribution matters, they are more likely to stay focused, offer ideas, and actively participate. In any team, whether it’s in behavioral health or another field, structure like this helps foster an environment of collaboration and shared ownership.
For me, creating systems like these, where everyone has a role to play, is key to creating an environment where individuals feel valued and empowered. Whether in virtual meetings or in the broader mission of helping others, it’s this sense of purpose and accountability that drives progress and results.
Ryan Hetrick
CEO, Epiphany Wellness
Use Collaborative Whiteboard Tools
One tip for running effective virtual meetings is to use collaborative whiteboard tools like Miro to keep everyone engaged and actively participating. Rather than just talking through points, I encourage all participants to contribute directly by writing, drawing, or organizing ideas on the shared board.
For example, during a brainstorming session, I’ll create a Miro board with sections for different topics and ask everyone to add their thoughts, vote on ideas, or sketch out concepts in real time. This not only keeps the meeting interactive but also ensures everyone’s input is captured visually. The collaborative nature of the tool makes discussions more dynamic and productive, turning a potentially passive virtual meeting into an engaging, hands-on experience.
Rizala Carrington
CEO, MyGrowthAgent.com
Rotate Facilitators for Inclusive Meetings
One strategy we use to run engaging and productive virtual meetings is a “rotating facilitator” system. In each meeting, a different team member takes the lead in guiding the discussion, managing time, and ensuring everyone has a chance to contribute.
This approach fosters engagement by giving everyone a sense of ownership over the meeting. It’s not just a broadcast but a collaborative effort. To make it work, the facilitator prepares a quick agenda, shares it ahead of time, and keeps the team on track during the meeting.
We’ve found this method improves focus and generates richer discussions. It also helps quieter team members build confidence and ensures the meeting is balanced and inclusive. Rotating facilitation doesn’t just boost productivity it strengthens the team dynamic as a whole.
Vikrant Bhalodia
Head of Marketing & People Ops, WeblineIndia
Start with a Tweet, Follow with Detail
The best tip I ever heard for running more effective virtual meetings is this:
Start with a Tweet, and follow it with a Facebook post.
For every point you want to make at the meeting, state it in one sentence first. Then, follow up with the details.
I heard this a few years ago and I have had better meetings since I started implementing it. This is something I’ve worked really hard on because I am guilty of rambling in meetings, and talking in circles—when I’m unsure if a point came across clearly, I will do another round to make it again. Bad practice!
This Tweet/Post method made me a far more effective communicator and my audience/team started getting a lot more out of the meetings from it. That first sentence, with a short pause for impact, is the real key. It’s easy to digest and sets people up with an expectation of what you want them to get out of the “Facebook post” to follow. I just love this one and heck, I even do it in my writing now!
Brian Gorman
Owner, BrianShio
One key tip for running effective virtual meetings is to establish a clear agenda and share it in advance. This keeps the meeting focused and ensures participants come prepared. A well-structured agenda outlines topics, objectives, and timeframes, helping everyone stay on track.
I use a strategy called “engage early, engage often” to make virtual meetings more productive. I start meetings with a quick icebreaker or a relevant question to encourage participation from the start. Throughout the meeting, I use interactive tools like polls, breakout rooms, or shared whiteboards to keep participants actively involved.
For example, during a recent virtual workshop planning session, I used live polls to gather real-time input on session topics. This not only kept the team engaged but also ensured everyone’s voice was heard. As a result, the meeting was more collaborative and productive.
Another critical element is assigning roles, such as a facilitator or note-taker, to keep the meeting organized. Ending with clear action points ensures participants leave with a sense of purpose. With the right tools and strategies, virtual meetings can be just as engaging and impactful as in-person ones.
Fawad langah
Director General, Best Diplomats
Call Participants by Name
As a web agency, virtual meetings have been part of our routine for years—long before Zoom became the go-to platform. Back in the day, we were using Skype to connect remotely, so we’ve learned a thing or two about keeping these meetings engaging and productive.
One tip that’s been key for us is actively involving everyone by mentioning their names during the meeting. Virtual calls can make it harder to read the room or maintain eye contact, especially when multiple people are involved. But directly addressing participants—whether it’s asking for their input or following up on a specific topic—helps keep everyone engaged and ensures that no one feels like they’re just sitting on the sidelines.
For example, instead of saying, “Does anyone have thoughts on this?” I’ll say, “Sarah, what’s your take on this direction?” or “Mark, could you share where we’re at with the timeline?” It’s a small adjustment, but it works wonders in making people feel seen and heard, even through a screen.
The strategy is simple: call people into the conversation, not out. This creates a dynamic and collaborative environment where everyone stays focused, feels involved, and contributes to the meeting’s goals. It’s about creating engagement through inclusion—making sure every voice has a chance to be part of the discussion.
Jm Littman
CEO, Webheads
Follow the 30-70 Rule for Balance
To be really honest, the most effective virtual meetings follow the 30-70 rule: 30% of the meeting is for presenting information, while 70% is for discussion and engagement. This keeps the focus on collaboration rather than a one-sided monologue.
I recall a project kickoff where I applied this. We spent the first 10 minutes outlining goals (30%) and the next 20 brainstorming roles and strategies as a team (70%). The result? A meeting that stayed productive and on point.
Here’s another number: 5-minute rule-engage participants every five minutes, whether through a question, poll, or breakout activity. This keeps attention from waning, even in longer sessions. At the end of the day, balancing structure and interactivity transforms virtual meetings into dynamic problem-solving sessions.
Vaibhav Kishnani
Founder & CEO, Content-Whale
Prepare Agendas and Use Breakout Rooms
One technique which I apply in order to run engaging virtual meetings is to prepare a clear agenda and include them in all activities. For example, the last time I held a brainstorming meeting with my team, I sent out an agenda in advance, requiring each team member to come up with a brief idea or insight to present. This not only gave everyone a chance to prepare but this also ensured that everyone had an opportunity to present his or her ideas.
During the actual online meeting I made use of the breakout rooms to engage in smaller discussions and also used Miro, where ideas could be visually organized and put on canvas. This ensured that the session was interactive and avoided one-sided discussions from becoming the order of the day. By clarifying what was to be expected and voicing the need for action, the meeting achieved its purpose and re-energized the team.
James Allsopp
CEO, iNet Ventures
Include Short Breaks in Long Meetings
For meetings that extend beyond an hour, I always make it a priority to build in short breaks to allow everyone to reset, recharge, and refocus. The virtual environment, while convenient, can be surprisingly taxing, requiring sustained attention without the natural movement and interaction of in-person gatherings. Without planned pauses, meetings tend to lose energy, and participants can quickly disengage, which undermines productivity.
These breaks don’t need to be lengthy; five to ten minutes every hour can work wonders. I find it most effective to schedule them at natural transition points, like after completing a major agenda item or before shifting from brainstorming to decision-making. This way, the flow of the meeting remains uninterrupted, and everyone gets a chance to step away briefly. Whether it’s grabbing a coffee, stretching, or simply resting their eyes from the screen, these moments provide a much-needed mental reset.
In my experience, including breaks in longer meetings shows respect for people’s time and cognitive limits, fostering a more productive and collaborative atmosphere. When participants return from these short pauses, they’re often more engaged, creative, and ready to contribute meaningfully. This is particularly valuable in educational or leadership contexts where sustained focus is crucial for solving complex problems or generating innovative ideas.
Moreover, these breaks reflect a commitment to well-being, which is vital in building a culture of trust and respect. People feel valued when their needs are considered, which in turn fosters stronger, more collaborative relationships. It’s a simple adjustment, but one that can significantly enhance the overall quality of meetings. I’ve consistently found that by respecting attention spans and allowing moments to recharge, the outcomes of meetings are far more effective and aligned with the goals at hand.
Joel Butterly
CEO, Ingeniusprep
Use Small Group Talks for Focus
Small group talks in different rooms are one way I keep virtual meetings interesting. This helps folks talk about their ideas and connect in a more focused way. Let’s say we are working on a team plan. To help us find answers, I will split the group into smaller groups. This always leads to a more interesting outcome. I also make sure that meetings have breakout sessions so that we can work together on certain problems or jobs. This makes the meeting feel more like a team effort and pushes everyone to participate. I’ve found that it makes the atmosphere more lively and brings up new thoughts.
Filip Dimitrijevski
Business Development Manager, CLICKVISION BPO
Make Presentations Engaging and Purposeful
One tip for running effective virtual meetings is to focus on making presentations engaging and purposeful while ensuring the team stays aligned when needed. It’s important to strike a balance—meetings shouldn’t feel constant or overwhelming, but they should happen when necessary to maintain clarity and direction.
We ensure that meetings are only held when they truly add value. When we do meet, presentations are designed to be engaging by focusing on key takeaways, using visuals or collaborative tools to keep things interactive, and encouraging team input. By keeping presentations concise and relevant, we avoid overloading the team with unnecessary details while still fostering alignment.
This approach ensures that meetings don’t impede productivity but instead support it. When the team knows that meetings are intentional and spaced appropriately, they’re more likely to be engaged and motivated, allowing us to maintain momentum without unnecessary interruptions.
Jamie Frew
CEO, Carepatron
Establish Clear Rules for Speakers
Without proper facilitation, virtual meetings can quickly get out of control due to multiple voices dominating the discussions or people simply talking over one another. This is why I hold so strongly to the need to establish clear rules for speakers, which do not have to be oppressive but rather seek to provide respectful space for every participant while ensuring the meeting runs effectively.
This is how I put this into practice within my team. Concerning weekly project updates, I devised a crude framework through which every member on the call could speak for two minutes after which they were expected to respond to all questions for a maximum of two minutes. In order to avoid chaos from ensuing, we appointed an official which was in most cases myself or another team leader, who was in charge of the timing of the discussion and who would speak next.
One time we had a meeting to discuss a marketing campaign, but before the meeting I sent an agenda and instructed everyone to have one idea in mind to present. For every member of the team, a particular idea was put forward, thanks to the technique we employed in that meeting which allowed each person to speak but did not allow interruption. What came as a surprise is that our quiet team members who did not engage in the free-for-all, but preferred to remain in the background, came up with some of the most interesting ideas.
The outcome was that apart from the meeting being more interesting, we came away with useful ideas instead of some ill-defined concepts. This method of structuring allows meetings to avoid de-centering into side discussions and also makes remote participants feel that they are part of the meeting. It is indeed a minor change, but it enables virtual meetings to be centered, democratic, and efficient.
Soubhik Chakrabarti
CEO, Icy Tales
Use AI for Real-Time Translation
I work across many counties, so one way to make online meetings more engaging and productive is to use Zoom’s AI Companion for real-time translation. This tool translates conversations into 30+ languages during meetings, helping everyone understand each other better. If you remove language barriers, all participants can join in, making discussions more lively and inclusive.
Adam Goulston
Director, MacroLingo
