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So far, we have been discussing all the skills a virtual assistant must possess and the responsibilities they would carry out. Conducting virtual meetings is one such responsibility.
As a VA, you may need to onboard a new client, collaborate with team members, or present project updates; therefore, you must learn to conduct virtual meetings like a pro using tools like Zoom, Airmeet, Google Meet, or Microsoft Teams.
Why Do Virtual Meetings Matter?
In the freelance world, most of your collaborators will be virtual, so you need the ability to run smooth, efficient online meetings.
Getting your meeting going smoothly indicates your organizational skills and professionalism.
Poorly managed meetings are a waste of time and often leave clients in confusion and frustrated.
Imagine these 2 scenarios:
Freelancer A:
Starts the meeting late.
Doesn’t maintain order and decorum, so people talk over each other, which leads to no clear decisions being made before the meeting ends.
Freelancer B:
Starts the meeting on time.
Uses an agenda and wraps up with clear next steps.
As a Client, which of these two freelancers would you prefer?
Of course, it’s Freelancer B. These are the types of freelancers that leave clients thinking, "Wow, I hired the right person."
Do you see why it’s important to run smooth meetings?
Practical, easy-to-follow tips for running smooth meetings:
1. Have a Clear Objective:
All your meetings must have a goal. So, before scheduling your meeting, ask yourself the following questions:
What’s the purpose of this meeting?
What’s the best channel I can use i.e., via email, video conferencing, or chat?
Example:
If the purpose of the meeting with your client is:Then this is more of a presentation meeting. Share a file for review with the client and put together a quick slide to support your report during your video conferencing session.
💡Pro Tip:
When inviting the client or the team to the meeting, use subject lines and invites to set the tone.
Example: [Project Review: Jan 2025 Timeline]
Let everyone know the topic upfront.
2. Plan Ahead
“He who fails to plan plans to fail.”
You have your meeting objective; next, prepare your agenda.
An agenda is a structured outline or list of items that will be discussed or acted upon during a meeting. It is your secret weapon. It keeps the meeting on track and ensures nothing important is missed. Share it beforehand so participants know what to expect.
Example of a meeting agenda:
Welcome and introductions (2 minutes)
Review project updates (10 minutes)
Discuss client feedback (10 minutes)
Outline next steps (5 minutes)
3. Do a tech setup before the meeting.
Technical glitches are the enemy of effective virtual meetings. Avoid awkward moments by testing your setup in advance.
Checklist:
Internet: Test your connection.
Tools: Make sure Zoom or Teams is updated.
Camera and Mic: Check lighting and sound.
Background: Use a clean or virtual background (e.g., Zoom’s built-in options).
Imagine your meeting starts with your camera showing a cluttered background. Now compare that to using a virtual background with your brand logo—instant professionalism!
4. Master Meeting Etiquette
Just like everything else in life, virtual meetings have their own set of rules. Follow the rules for success!
Some of the rules include:
Be on time ~ Login 5 minutes early.
Mute when not speaking. This will prevent background noise.
Turn on your video.
Acknowledge everyone ~ Greet participants as they join.
Stay engaged ~ Use eye contact (look at the camera) and avoid multitasking.
Do not interrupt others.
Do not let the meeting drag on without purpose.
5. Keep Participants Engaged
Don’t allow the meeting to drag on. Avoid meaningless conversations. Keep participants involved. Use tools to make the meeting interactive:
Zoom:
Use polls to gather opinions.
Enable the Raise Hand feature for questions.
MS Teams:
Share your screen to walk through documents.
Use the Whiteboard feature for brainstorming.
Example:
You’re discussing project tasks. Instead of a dry lecture, use Zoom’s screen sharing to show a colorful timeline. Ask participants to add comments in the chat. This makes the meeting more interesting and interactive.
6. Take Notes and Share Follow-Ups
No meeting is complete without a summary. Take notes or assign someone to do it. After the meeting, send a follow-up email to participants.
Your note should include:
The key points discussed.
Decisions made.
Action items and deadlines.
Example of a follow-up email:
“Subject: [Follow-Up: Jan 2025 Timeline Meeting]
Hi Team,
Thank you for today’s productive meeting! Here’s a recap:
Key Points: [List]
Decisions: [List]
Action Items: [List with deadlines]
Let me know if I missed anything!”
Tools like MS Teams’ Meeting Notes or Otter.ai for transcription make this process easier.
7. What are the Next Steps?
Every meeting should end with an actionable “Next Step(s).
End the meeting by summarizing:
Actionable steps.
Who’s responsible for what?
Deadlines.
Example:
"To recap, I’ll send the updated timeline by Friday, and [Client] will review it by Monday. Let’s reconnect next week to finalize."
This prevents confusion and ensures accountability.
With these tips, you can turn every meeting into a productive, professional experience.
Challenge: Try these tips for your next virtual meeting and watch how your clients respond. Let me know your results!
Ready to Level Up Your Tech Skills?
📢 Announcement: Our next Tech Training for Freelance Assistants starts this March!
This program is designed to help you master the essential tools and skills every modern freelance admin needs.
Have you registered yet?
Don’t wait—spaces are limited!