According to recent data, between 2020 and 2024, the use of virtual team meetings jumped from 48% to 77% (Flowtrace). This is no surprise – online gatherings offer significant savings by cutting down on travel and physical meeting space costs. However, they also bring challenges like meeting fatigue and distractions that can make them less effective. That’s why it’s vital to introduce tactics to enhance virtual team collaboration.
In this blog post, we’ll tell you how to do it and describe useful tools that will help facilitate remote team discussions.
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One way to improve online meetings is by using virtual team collaboration tools and tactics. Here, we present the 7 most useful ones. Read on, choose your favorites, and bring your visions to life! It's simpler than you think.
#1. Use collaborative breakout rooms
Imagine you're leading a virtual meeting, tasked with organizing a brainstorm session for a project. The challenge? Keeping everyone engaged and ensuring all voices are heard.
Enter the game-changer: Breakout rooms. This innovative feature, available on platforms like LiveWebinar, is designed to transform sprawling discussions into intimate, focused dialogues.
How does it work? The magic of Breakout rooms lies in their simplicity and effectiveness.
What is the magic of Breakout rooms?
For example, during a project kickoff, you could start with an overview in the main room. Then, with just a click, you send everyone into separate breakout rooms based on what part of the project they're working on – like marketing, design, or analysis.
In these smaller groups, discussions can dive deeper. Each room has a leader who keeps the conversation on track. After about 15-30 minutes, bring everyone back to the main room to share what they've discussed.
Here's a real example: A marketing agency needed fresh ideas for a client's campaign. Instead of one big, messy meeting, they used LiveWebinar’s breakout rooms to split the team into three groups, each focusing on a different aspect like social media, content, or market research. This setup wasn't just efficient – it sparked a variety of creative ideas quickly.
#2. Incorporate online team building activities
Team building is just as important in a virtual setting as it is in person. Engaging in online team building activities helps build trust, improve communication, and create a sense of connection among team members. That’s why it’s good to introduce virtual icebreakers, quizzes, or even online escape rooms to kick off your meetings.
Imagine you're leading a remote team scattered across different time zones and cultures. It's Monday morning, and you're about to kick off the weekly team meeting. To warm things up and foster a sense of connection, you decide to start with a fun virtual icebreaker.
Use icebreakers
For instance, you can ask each team member to share a picture of their current view and a little story behind it. Smiles and laughter flow as team members get a glimpse into each other’s worlds – be it a snow-covered balcony in Sweden or a sunny backyard in Brazil.
Next, to shake off any Monday blues and get those mental gears turning, you introduce a quick, themed quiz related to your project goals. The friendly competition sparks lively chatbox banter and brings out everyone’s competitive spirit.
For a quarterly team building session, you decide to raise the stakes. You organize an online escape room challenge. Each member finds themselves collaboratively solving puzzles and unlocking codes, mirroring the collaborative skills needed in real work scenarios. As they race against the clock, the virtual room buzzes with ideas being bounced around, showcasing each person’s problem-solving style and encouraging teamwork under pressure.
These activities, as simple as they may seem, play a pivotal role in bridging the physical distance that separates your team.
#3. Lead virtual team problem-solving sessions
Structured breakout sessions can be highly effective for problem-solving and project planning. Assign specific tasks or questions to each breakout group, ensuring that everyone has a clear role and objective.
Example: During a virtual team problem-solving session, divide the team into breakout rooms to address different challenges. Each group works on their assigned problem and then reconvenes to share solutions and insights.
How to leverage online team brainstorming breakouts?
Host a virtual team brainstorming breakout session using an online whiteboard tool. Each participant can contribute ideas in real-time, creating a dynamic and interactive brainstorming experience.
#4 Keep meetings interactive
Incorporate interactive elements such as quizzes, polls, or quick games related to the meeting’s theme. These activities can break the ice, lighten the mood, and increase engagement, especially in longer sessions.
- Quizzes
- Polls
- Quick games
- Interactive storytelling
- Visual collaboration
Use tools like Miro or Virtual Whiteboards during your meeting to create a collaborative board where participants can add sticky notes, images, or draw diagrams.
#5. Implement clear agendas and action items
A clear agenda helps keep virtual meetings focused and productive. Outline the topics to be discussed, allocate time for each item, and ensure everyone knows their responsibilities. Documenting action items during the meeting ensures follow-through and accountability.
Before the meeting, send out an agenda with assigned topics and time slots. During the meeting, use a shared document to note action items and assign them to specific team members.
#6. Encourage active participation
Encourage all team members to participate actively in discussions. This can be achieved by asking direct questions, rotating the role of meeting facilitator, and using interactive features like polls and chat.
Example: Start the meeting with a quick poll to gauge opinions on a key issue. Follow up by asking specific team members to share their thoughts and ensuring that everyone has a chance to contribute.
#7. Utilize collaborative tools and technologies
Invest in the right tools to enhance virtual team collaboration. Platforms like LiveWebinar offer a range of features designed to facilitate communication and collaboration.
One of the key features of LiveWebinar is its ability to host interactive sessions through advanced polling and survey capabilities. LiveWebinar also supports advanced collaboration through its Breakout room feature. It also has robust chat and Q&A features, with options for messages translated into many languages.
Looking to enhance your virtual team collaboration? Try LiveWebinar and see how easy it is. Start implementing these tactics today and see the difference they can make in your remote meetings.