How to Run Productive Virtual Meetings with Your Team

With remote and hybrid work here to stay, virtual meetings have become the beating heart of how modern teams stay connected. However, while they’re easy to schedule, they’re not always easy to execute correctly.

But let’s be honest.. Too often, online meetings devolve into lengthy, unfocused discussions that consume time and leave participants more confused than before. The fix? A bit of structure, the right tools, and a Virtual Assistant (VA) who helps keep things clear, structured, and on track.

Why Better Virtual Meetings Matter

A well-run virtual meeting helps your team:

• Share ideas openly, wherever they’re working from.
• Solve problems faster with input from the right people.
• Make clear decisions and set action steps.
• Feel connected, engaged, and valued.

When meetings run smoothly, they boost morale instead of draining it.

1. Start with a Clear Agenda

An agenda is your roadmap. Without it, meetings drift and waste time.

• Set a clear purpose: What do you need to achieve by the end?
• Write a simple agenda: 3–5 topics, with time limits.
• Share it with everyone at least 24 hours ahead.

Where your VA helps: Your Virtual Assistant can gather updates from team members, draft the agenda, and send it out in advance, ensuring everyone comes prepared.

2. Pick the Right Tools

The right tech makes virtual meetings run smoothly. Popular picks include:

• Zoom: Reliable for video calls, screen sharing, and breakout rooms.
• Microsoft Teams: Great for calls, chat, and storing files all in one place.
• Google Meet: Simple and works well if you’re using Google Workspace.
• Miro or Trello: Useful for brainstorming or tracking ideas during discussions.
  

Your VA’s role: They can set up the links, send reminders, and make sure everyone has access ahead of time.

3. Encourage Participation

Virtual meetings can easily turn into one person talking while everyone else checks emails. Keep people engaged by:

• Starting with a quick check-in round.
• Using polls or the chat for fast feedback.
• Asking quieter team members for their thoughts.
• Sharing screens or slides to keep the focus.

Your VA can run polls, monitor the chat, and flag questions for you in real-time.

4. Assign Clear Roles

Assigning roles helps meetings flow:

• Facilitator: Keeps everyone on track.
• Note Taker: Captures key points and actions.
• Timekeeper: Keeps track of the time.

Your VA’s role: Many teams have their VA as the note taker — they’ll capture decisions, tasks, and deadlines so nothing is forgotten.

5. Wrap Up with Clear Actions

Before you wrap up, clarify:

• What’s been decided?
• Who’s doing what next?
• When do tasks need to be done?
• When is the next meeting?

Your VA can turn this into a neat summary and share it with the team straight after the call.

Real Example: Smoother Meetings, Better Results

One Perth-based marketing team was struggling with meetings that felt messy and unfocused. They brought on a VA to prep agendas, set up Zoom calls, keep notes, and handle follow-ups.

Within a month, their weekly meetings were 30% shorter, and the team felt more transparent about who was doing what. Their VA became the “meeting anchor” that kept everyone organised and on track.

Final Thoughts

Virtual meetings don’t have to be a drag. They can be one of your best tools for teamwork and problem-solving. With a bit of planning, the right tools, and a capable Virtual Assistant handling the details, you’ll get more done in less time, and your team will thank you for it!