Most workplaces now use at least some form of digital connectivity; however, hosting effective virtual meetings on platforms like Google Meet, Microsoft Teams, or Zoom is still challenging for many organizations. And while hosting the meeting is one thing, remembering what was said – and preserving it is even more important. For those reasons, many have invested in different solutions, including professional transcription companies.
In this article, you’ll learn:
- Share agendas 24 hours ahead, and keep the invite list to relevant participants only.
- Start with brief icebreakers (5-10 mins max), and use round-robin discussions to include quieter participants. Follow up within 24 hours with notes about decisions and action items.
- Although AI transcription tools are convenient for casual use, they’re still only ~61.92% accurate. Human transcription services offer 99% accuracy and better handling of anything AI might overlook.
Is the Meeting Even Necessary?
Before scheduling any virtual meeting, the first question should be whether it is truly necessary. Many forms of communication can be easily handled through email or instant messaging like WhatsApp. I only conduct an online meeting when they are truly necessary.
A good rule of thumb is to consider whether the topic requires real-time discussion, immediate feedback, problem-solving, brainstorming, or anything that benefits from everyone or someone showing up.
Reducing meeting frequency has become increasingly important as organizations recognize the impact of virtual meeting fatigue. It’s been proven that leaders can protect their team’s time and energy by carefully evaluating the necessity of each meeting.
Also, teams tend to be more productive when meetings are less frequent, with participants more likely to be prepared. Consider implementing “meeting-free” days or blocks of time to prevent the constant interruption of virtual gatherings.
Preparing for Effective Virtual Meetings
If you want your virtual meetings to be effective, preparation is important. Agenda planning involves more than simply listing topics. It requires thoughtful consideration of objectives, time allocation, desired outcomes, etc.
Specifically, each agenda item should have a clear purpose. You can do this by structuring the agenda to address the most important issues when participant energy levels are highest, or typically at the beginning of the meeting.
In addition, setting expectations beforehand helps participants prepare for whatever they need. An easy way to do this is by sharing the agenda at least 24 hours in advance so the participants can gather their thoughts and contribute to the discussion.
Apart from everything, the tech side shouldn’t be overlooked! Ensure everyone can access the chosen platform or know how to use features. Require them to test their audio and video equipment before the meeting to prevent technical difficulties, as it can greatly derail productive discussions.
Meeting Preparation Checklist
Also, be sure that the elements below are in place. This will help everyone maximize the meeting’s effectiveness.
Preparation Element | What To Do |
Pre-Meeting Survey | Send a quick questionnaire to gather participant input on agenda items. |
Role Assignment | Designate a timekeeper, note-taker, and technical support person. |
Virtual Etiquette Guide | Distribute guidelines for muting, camera use, and participation protocols. |
Meeting Template | Create a standardized format for agendas, notes, and follow-up items. |
Contingency Buffer | Build in 5-10 minute buffer time for unexpected issues. |
Create the Appropriate Invitation List
The effectiveness of a meeting, virtual or physical, directly correlates with having the right participants present. Each attendee should have a clear reason for being there; they can be decision-makers, subject matter experts, or individuals directly impacted by the discussion outcomes. Resist the temptation to include irrelevant people simply to keep them “in the loop.”
What about those who might benefit from the information yet don’t need to participate actively? You can make them optional attendees. Give these folks access to meeting recordings—or, even better, transcripts. Doing so respects everyone’s time while ensuring important information reaches all relevant people/stakeholders.
Of course, when creating the invitation list, find meeting schedules that work reasonably well for all required participants—some of us live in different time zones.
Ground Rules for Virtual Etiquette
This one is critical to maintaining professionalism throughout the meeting. Remind the participants to mute their microphones when not speaking to minimize background noise.
If they can, let them use headphones to improve audio quality. You may also create guidelines around managing potential distractions, like turning off phone notifications or finding quiet spaces for participation—these don’t seem like a big deal, though they can help so much.
Of course, video has become equally important in virtual meetings. So, encourage participants to enable their cameras. It creates a more engaging experience for everyone and helps build stronger connections among team members.
However, be mindful of bandwidth issues, especially for participants from very remote locations. Have clear guidelines about when video is required versus optional. It won’t hurt to be a little considerate, you know.
Icebreakers or Engagement Tactics
Icebreakers can help create a relaxed atmosphere. You can initiate activities like “Two Truths and a Lie” or share themed virtual backgrounds to add fun to the meeting while helping team members connect personally.
However, keep icebreakers brief – typically no more than 5-10 minutes – to maintain meeting efficiency while achieving the desired engagement boost.
Active participation from all attendees enriches virtual meetings. So, develop strategies to encourage input from quieter team members. Use round-robin discussions or breakout rooms for smaller group interactions. Some helpful tools are virtual whiteboards like Stormboard, which facilitate real-time participation.
Also, acknowledging contributions as much as possible helps create an environment where everyone feels comfortable speaking up. It’s so much easier to go nonverbal with virtual gatherings; most people unconsciously do it.
Effective Management of Virtual Meetings
An effective virtual meeting also means maintaining the right balance between structured and organic discussion. You execute this by starting meetings promptly and sticking to the planned agenda. Use visual cues or gentle verbal reminders to keep discussions on track.
When conversations start to veer off-topic, acknowledge the new point’s importance, then suggest addressing it in a separate discussion. It is important to prevent anyone from dominating the conversation to ensure that other perspectives are heard.
Useful tip: Implement the “stack” method, where participants indicate their desire to speak and are called on in order. However, be prepared to respectfully interrupt excessive contributions.
Post-Meeting Actions
Provide concise yet comprehensive meeting notes that capture key decisions, action items, responsibilities, or anything else covered. Don’t forget to include deadlines for assigned tasks and indicate who is responsible for them.
You may distribute these notes promptly after or at the end of the meeting, ideally within 24 hours, while the discussion remains fresh in everyone’s minds. Also, when recordings are made available, ensure they are easily accessible.
Consider providing timestamps for essential discussion points to help those reviewing the recording find relevant information quickly. Of course, a consistent system for organizing meeting recordings should be established so everyone can easily reference them whenever needed.
Bonus Tip: Transcribe The Recorded Meetings
One great way to run an effective virtual meeting is to make it accessible and secure. Transcribing meetings can easily fulfill these needs.
To be specific, transcriptions provide a searchable record of discussions—it’s easier to reference specific points later. They also support accessibility for team members with hearing impairments.
You may also use transcripts to create meeting summaries and maintain a historical record of important discussions—in fact, transcripts make it so much easier. Transcripts can also be useful for team members who couldn’t attend the live meeting.
Is AI Transcription Effective For Virtual Meetings?
Simply put, AI transcription should never be used in the workplace.
AI software doesn’t measure up to human transcriptionists’ accuracy. Not by a long shot.
As useful as automatic transcription tools have become, they still struggle to capture industry jargon, speaker attributions, side conversations, and the nuances of how things are said. Studies have found that although faster, automated transcriptions are only 61.92% accurate at best.
This might sound fine, yet that could be the difference between having a clunky and distinctly unprofessional “for all intensive purposes” and the correct “for all intents and purposes” on your official meeting transcript. It happens far more often than people think.
Opting for AI transcriptions for personal meetings is acceptable since you won’t need it for anything more than a quick reference. You can use native transcription features in Zoom, Google Meet, or Microsoft Teams—though we don’t recommend it, as, again, they’re inaccurate.
Professional transcription is the best option if you want to transcribe your next strategy meeting, investor presentation, or quarterly financial review.
Why Ditto is The Most Effective Solution To Transcribing Virtual Meetings?
A human-powered transcription service provider shouldn’t be the only qualification for an effective virtual meeting transcript. That’s why we at Ditto have a few other qualifications and guarantees for our clients.
99% Accuracy Guarantee
When we say accurate transcription, we mean accurate transcription. All transcription projects are completed with a 99% accuracy guarantee. This guarantee covers sales meetings, product development meetings, investor briefings, and even performance reviews—you name it, we’ve done it.
100% Human Transcription
AI transcription is too susceptible to errors, especially regarding audio files with background noise, heavy accents, and multiple speakers. Poor audio quality for recorded speech is also a problem. Here at Ditto, we don’t use automated transcription solutions. We prefer to give every transcription project the human touch.
Fast Turnaround Times
Intense brainstorming regarding product development can take a lot of time. Thankfully, at Ditto, your transcripts won’t take as long. Audio recordings can be transcribed in less than 24 hours, though bulk audio and video files may take longer.
Assured Confidentiality
Business ideas can easily be stolen. Therefore, keeping things under wraps as long and tightly as possible is in your best interest—and we’re here to help.
Business professionals working with Ditto Transcripts don’t need to worry about that. The best security money can buy keeps your information safe. Our confidentiality agreement covers all projects. Don’t believe us? Our HIPAA, FINRA, and CJIS compliance may change your mind.
Customizable Features
Do you want verbatim transcription, speaker labels, or a specific format for the transcript? Ditto’s quality transcription services include customizable options to fit every transcription need.
Expert Transcribers
Anybody with an internet connection and the ability to type can say they are a “transcription service provider.” The difference between them and the best transcription services like Ditto is that we are experts in what we do. Our transcriptionists have extensive knowledge and experience in all things transcription. From meeting transcriptions to legal transcriptions, we’ve done it all—and have gotten glowing reviews for it.
Affordable Rates
Hiring an in-house transcriber for your business meetings is a hassle and costly enough. With Ditto, you can experience industry-leading service at the most affordable rates. Our standard prices start at $1.50 per audio minute, with more budget-friendly rates for longer turnaround times. We also offer rush services when you need your transcripts within 24 hours.
Ditto Can Help You Hold More Effective Virtual Meetings
With 99% accuracy, and don’t let crucial details slip away. At Ditto Transcripts, we provide professional meeting transcription services that leading companies rely on. It’s simply one of our ways to help you run effective virtual meetings. Our expertise delivers rapid turnaround on searchable transcripts you can reference for years.
Ditto Transcripts is a Denver, Colorado-based transcription services company that provides fast, accurate, and affordable transcripts for individuals and companies of all sizes. Call (720) 287-3710 today for a free quote, and ask about our free five-day trial.