Video meeting tips for actually productive meetings
Before the call: Prep for 5 minutes
First, ask: Could this be an email? One tenet of productive meetings is avoiding them if they’re not necessary, and if you hold them, make your meetings useful.
Create a professional setup by finding good lighting, a clean background, and positioning your camera at eye level, while also testing your mic, camera, and internet connection beforehand.
Be prepared with your notes, always have an agenda, and relevant links open in your browser before joining. Dress appropriately to match the occasion and help you feel confident.
Minimize interruptions by finding a quiet space, letting others know you'll be in a meeting, silencing your phone, and closing the door if possible.
Maintain security by following company protocols for passwords and privacy settings when using video call platforms.
Avoid back-to-back meetings so you have time to prep and followup in between.
During the call: Actively listen
Join on time, but if you're running late, enter quietly and acknowledge it when it's your turn to speak.
Keep video on (especially leadership) as face-to-face interaction improves engagement. If you don't need to actively participate, consider declining the invitation instead.
Mute when not speaking to prevent background noise from disrupting the conversation while staying present and giving your full attention to the meeting.
Show engagement through eye contact with the camera (not your monitor), facial expressions, and make space for quieter participants to contribute by staying silent for long periods (even when it’s uncomfortable!).
Take breaks during long meetings to help everyone stay focused and energized throughout the conversation.
After the call: Follow up
Record when appropriate and use built-in transcription tools (rather than third party) to extract notes – but don’t let that replace taking your own notes on the most important points and action steps, so the robots don’t lose it.
Follow up promptly by sharing meeting notes, action items, and decisions to keep progress moving forward.
