The Complete Guide to Virtual Meetings

Before the Meeting

• Define purpose, agenda, and required inputs; share pre-reads 24h in advance.
• Invite the minimum viable group; assign facilitator and scribe.
• Prepare a decision log template or doc for notes and owners.

During the Meeting

• Start on time; reiterate agenda, outcomes, and timeboxes.
• Use round-robins for tricky topics; parking lot for tangents.
• Record decisions in real time with owners and due dates.

After the Meeting

• Publish notes within 24h; post to the relevant channel/thread.
• Convert actions to tickets with priorities and deadlines.
• Evaluate if the meeting can be replaced with async next time.

Facilitation Tips

• Default to cameras optional; prioritize audio clarity and shared docs.
• Use timers for debates; summarize and move.
• End 5 minutes early to reduce scheduling collisions.

Checklist

• Agenda & pre-reads sent; roles assigned; doc ready.
• Decisions captured with owners/dates.
• Follow-ups tracked in the task system.

FAQ

How to reduce meeting load? Replace status calls with async updates; consolidate decision-making into one weekly slot.

What about time zones? Rotate inconvenient slots; record sessions and summarize decisions in writing.