How to organise a creative and engaging online meeting?

With the current shift to remote working, online meetings have become an inescapable part of our daily routines. Some despise them, some love them. No matter what your attitude is, they're here to stay.

Given the sheer amount of online meetings that we do, taking a step back and thinking how we can organise them better - both for the guests and the agenda - can have a tremendous effect on your workflow, growth, and communication quality. The difference between a meeting that energises your team and one that drains them often comes down to preparation and intentionality.

The real cost of bad meetings

Before diving into solutions, let's acknowledge the problem. Research suggests that professionals spend an average of 23 hours per week in meetings, and nearly half of that time is considered unproductive. That's not just wasted time - it's lost creativity, diminished morale, and missed opportunities for meaningful collaboration.

The good news? With a few strategic changes, you can transform your online meetings from dreaded calendar blocks into productive sessions that people actually look forward to.

Choose your meeting technology wisely

The platform you choose for your online meetings can significantly impact engagement levels. While traditional video conferencing tools serve their basic purpose, they often fall short when it comes to fostering genuine interaction and creativity.

Key features to look for:

• Spatial audio - Creates a more natural conversation flow where participants can move between conversations, just like at an in-person event
• Interactive elements - Whiteboards, polls, reaction buttons, and collaborative tools keep participants actively engaged rather than passively watching
• Breakout capabilities - Essential for smaller group discussions that encourage quieter team members to contribute
• Flexible screen sharing - For presentations, demos, and collaborative document editing
• Customisable environments - Virtual spaces that reflect your team's personality can make meetings feel less clinical

Consider platforms that go beyond the standard grid of faces. Spatial video platforms, virtual office spaces, and interactive collaboration tools can dramatically increase engagement and reduce the monotony of back-to-back video calls.

Craft a purposeful agenda

A well-structured agenda is the backbone of any successful meeting. Without one, discussions meander, time is wasted, and participants leave feeling unfulfilled. Here's how to create an agenda that drives engagement:

1. Start with a warm-up (5 minutes) - Give people time to settle in and connect as humans. A simple icebreaker question or casual chat time sets a collaborative tone. Try questions like "What's one thing you're looking forward to this week?" or "Share something interesting you learned recently."

2. Define clear objectives - Before scheduling any meeting, ask yourself: "What specific outcome do I want from this session?" If you can't answer that clearly, consider whether the meeting is necessary at all.

3. Allocate realistic time slots - Be ruthless about time. Assign specific durations to each agenda item and stick to them. Use a visible timer if needed.

4. Include interactive elements - Don't let your meeting become a monologue. Plan for polls, collaborative exercises, or discussion rounds every 10-15 minutes to maintain attention.

5. End with concrete action items - Reserve the last 5 minutes to summarise decisions made and assign clear next steps with owners and deadlines.

Pro tip: Share your agenda at least 24 hours before the meeting. This gives participants time to prepare thoughtful contributions and come ready to engage.

Actively encourage participation

The best meetings are those where diverse voices contribute. Silence doesn't mean agreement - it often means disengagement or discomfort. Here's how to draw out contributions from everyone:

• Use the round-robin technique - Go around the virtual room and explicitly invite each person to share their thoughts. This prevents dominant voices from monopolising the conversation.
• Create psychological safety - Establish ground rules that all ideas are welcome and there are no stupid questions. Acknowledge and build on contributions rather than dismissing them.
• Leverage breakout rooms strategically - Small groups of 3-4 people encourage participation from those who feel intimidated in larger settings. Assign clear tasks and time limits.
• Use visual collaboration tools - Shared whiteboards, sticky notes, and collaborative documents give people alternative ways to contribute beyond speaking.
• Embrace the pause - After asking a question, wait at least 10 seconds before moving on. Introverts and non-native speakers often need more processing time.

Combat Zoom fatigue effectively

Zoom fatigue is a real phenomenon backed by research. The constant eye contact, cognitive load of reading non-verbal cues on screen, and reduced mobility all contribute to exhaustion. Here's how to combat it:

• Default to cameras-optional - Challenge the assumption that cameras must always be on. For routine updates or longer sessions, allowing camera breaks can be refreshing.
• Schedule walking meetings - For one-on-ones or brainstorming sessions, suggest participants join from their phones while taking a walk. Movement stimulates creativity.
• Build in breaks - For meetings longer than 45 minutes, schedule a 5-minute break. Encourage people to step away from their screens entirely.
• Use asynchronous updates - Not everything needs a meeting. Status updates, FYIs, and simple decisions can often be handled via recorded video messages or collaborative documents.
• Keep meetings under 45 minutes - Parkinson's Law applies to meetings too. Work expands to fill the time available. Challenge yourself to accomplish your objectives faster.
• Reduce back-to-back meetings - If possible, schedule meetings to end 5-10 minutes early, giving everyone buffer time before their next call.

Follow up with intention

The meeting doesn't end when everyone leaves the call. Effective follow-up reinforces accountability and ensures that the time invested actually produces results.

Within 24 hours, send a brief summary that includes:

• Key decisions made
• Action items with owners and deadlines
• Any open questions that need further discussion
• Date of the next meeting if applicable

This simple practice dramatically increases the likelihood that commitments will be honoured and progress will be made.

Conclusion

Online meetings don't have to be boring or draining. With the right tools, thorough preparation, and a participant-centred mindset, they can be engaging, productive, and even enjoyable. The investment you make in improving your meetings pays dividends in team morale, creativity, and actual results.

Start implementing these tips today - even just one or two changes can make a noticeable difference. Your team will thank you, and you might even find yourself looking forward to your next virtual gathering.