Online meeting
Knowledge Center: Digital Skills
Knowledge Center: Digital Skills
Online meetings: how to do them right?
Online meetings have become the norm—even for volunteer organizations. They save travel time and make participation easier for people who live further away or have limited mobility. However, online meetings come with pitfalls that in-person meetings do not have.
Online meetings have become the norm—even for volunteer organizations. They save travel time and make participation easier for people who live further away or have limited mobility. However, online meetings come with pitfalls that in-person meetings do not have.
Choose a platform
The most common options:
Zoom — widely used, stable; free version limited to 40 minutes per meeting
Google Meet — free, works directly via a Google account, no app required
Microsoft Teams — a good choice if your organization already uses Microsoft
WhatsApp video calling — suitable for small groups of up to four people, not for larger meetings
For most volunteer organizations, Google Meet or Zoom works perfectly well.
Send the invitation in good time
Send the meeting link at least a day in advance, along with the agenda. Also provide instructions for participants who are less digitally savvy—how do I open the link? What should I do if it doesn't work?
A link in an email is second nature to most people, but not to everyone.
Ensure a good start
Begin the meeting with a quick technical check: can everyone hear and see you? Ask participants to mute their microphones when they aren't speaking—background noise can easily disrupt the meeting.
Make it clear how people can take the floor. In a small group, this happens naturally; in larger meetings, a set procedure helps (e.g., raising a hand or using the chat).
Keep them shorter than in-person meetings
Online meetings are more tiring than you might think. People get distracted more easily, and concentration levels drop after 45 to 60 minutes.
Keep the agenda tighter than you would for an in-person meeting. Matters that don't strictly require an immediate decision can wait or be handled via email.
Ensure engagement
The risk with online meetings is that people become passive—turning off their cameras and sitting back. Ask targeted questions, use the chat function for responses, and make sure everyone gets a chance to speak.
Smaller groups work better than large ones. Consider using subgroups (breakout rooms) for longer meetings with more than eight participants.
To record or not?
Some platforms offer the option to record the meeting. This can be useful for people who were unable to attend, but always ask for permission from all participants before recording.
Next step
Want to improve your online collaboration skills? Read the article on apps and tools to discover which digital resources can support your meeting process.