Return to site

Adam Ferrari Reveals 12 Powerful Steps to Run a Virtual Meeting Like a Boss

Originally published on

Due to the COVID-19 outbreak, many businesses had to adapt to remote work.
Teleconferencing and virtual meeting rooms are technological tools implemented
into daily business processes and workflows that make a career from home
possible. Some companies will continue to utilize the option to work remotely,
moving forward. Others will see this alternative as obligatory only during
times of crisis or when distance separates a team.

Adam Ferrari, an accomplished chemical engineer, is the founder of his own mineral acquisition
company, Ferrari Energy. Bootstrapping his own business from the ground up,
Ferrari took on his new venture knowing the importance of being an effective
leader regardless of the events happening in the world. The deeper reliance on
technology for workplace communication means managers and team members must
step up their virtual meeting game. Below, Ferrari details twelve necessary and
powerful steps to help you lead a video conference like a boss.

Step #1: Focus on your mental approach

The workplace incorporates employees of all ages, so it is no secret that many
individuals struggle with adapting to and embracing technology integration.
When making use of these contemporary office tools, a positive mindset can make
all the difference when technical difficulties occur.

Step #2: Distribute a pre-meeting agenda

Preparation is key to any video conference success. Get everyone on the same page the day
before a meeting by distributing a pre-meeting agenda.

Step #3: Double-check time zones

For companies working in multiple locations or internationally, paying attention to
time zone differences is crucial. Decrease confusion by communicating
conference times beforehand and stating when the meeting will start according
to specific time zones.

Step #4: Always do a technology test

Avoid kinks in technology that will kill a meeting’s productive capacity by checking
your machines’ functionality ahead of time.

Step #4: Plan team involvement

To help keep employees engaged during a virtual meeting, plan who you would like
to involve in conversation during specific talking points.

Step #5: Take notes and record

It drastically helps to have someone take notes during meetings for company files.
Jotting down detailed discussion summaries along with recording the group
conversation helps keep those who cannot attend in the loop.

Step #6: Ask for permission

Help keep things flowing with a more respectful leadership approach by asking your
audience permission to get back on topic when the conversation veers off or
when you want to call on individuals for feedback.

Step #7: Progression, not micromanaging

Attempting to micromanage workers’ productivity during a meeting will squander time. Ask a
manager to check on work proactivity beforehand, so that conference hour can
entirely focus on progression.

Step #8: Make promptness a standard

Your team members will dread Zoom meetings less and thank you frequently if you
continuously lead video calls with a set standard of promptness.

Step #9: Unmute reminder

It is never a bad idea to voice a reminder during meetings to turn off your mute
before speaking over your microphone.

Step #10: Assign a greeter

A great start to a smooth meeting follows when a leader delegates an employee to
log in to their video chat five minutes ahead of everyone else to serve as the greeter,
welcoming co-workers as they join in for the conference and settling poor
connectivity in advance.

Step #11: Keep a time check

Delegating a secretary or office assistant to keep track of time during a meeting will
help everyone, including yourself, to stay on track and never allow a meeting
to go over predicted concluding time.

Step #12: Do not be afraid to end early

Many meeting leaders feel a need to expand a discussion to fit the allotted time.
Do not be fooled by this productivity killer. Your time, as well as your
employees’ time, is not something to be wasted; don’t be afraid to give time
back when you can.

About Adam Ferrari

Adam Ferrari founded his own company, Ferrari Energy, to
educate landowners on how to manage their acreage best. A chemical engineer by
degree—he graduated magna cum laude—he also has experience in finance from his
time at an investment banking firm. Under his leadership, his company made
meaningful donations to organizations such as St. Jude Children’s Hospital,
Freedom Service Dogs, Denver Rescue Mission, Coats for Colorado, and Next Steps
of Chicago.