How to Run a Successful Virtual Meeting

By 2026, virtual and hybrid meetings are firmly the norm, and AI meeting assistants have become a standard part of how teams collaborate. Gone are the days of walking into the office on Monday morning and having a powwow to discuss the strategy and plan of attack for the week. Yes, there is something to be said about meeting face to face. We all know that seeing someone in person inspires connection, engagement, and forces attention. But virtual meetings can be just as effective, and actually even more effective, if you run them properly.

So, how do you run a successful virtual meeting? Here are a few tips…

Set a clear agenda before the meeting

When you are planning a virtual meeting, the most important thing you can do is plan and set a clear agenda for what you want to discuss during the meeting. Send the agenda to everyone who will attend prior to the meeting so everyone knows what to expect and will be prepared to speak to each item on the agenda. There is nothing worse than attending a virtual meeting where there are no clear action items.

Do not waste time

Another important thing to remember is time is money. Everyone’s time is just as valuable as yours, so you do not waste time talking about things people already know or that could have been sent out in an office email. If you have a clear discussion that is worthwhile, people will be more likely to be engaged and leave the meeting feeling inspired and ready to tackle the next project or action item.

Don’t take roll call

If you schedule a virtual meeting and want to make sure everyone attended, do not take roll call. You will lose interest and engagement right from the start if you start the meeting asking who is there. Instead, have everyone type their names in the chat so you can look back after the meeting to see who attended. Instead of spending time on who is there or saying personal hellos to everyone, just jump right into the content at the exact time you set the meeting for. People value their time and will appreciate the fact that you value their time as well.

Smaller meetings are more effective

If you are scheduling a virtual meeting, remember smaller is better. When you have less people on the virtual call, each person is more likely to engage, share their opinions and stay in tune. When you have too many people on the call, some people will get lost in the mix and feel like they aren’t part of the conversation. There is nothing worse than being in a meeting where you feel you don’t have a voice or your opinion doesn’t matter. This can create disengagement and decrease productivity.

Schedule one-on-one virtual meetings

Connection is more important than ever, especially in today’s world where most of us are working from home and feeling isolated. It is crucial to keep the connection alive and to make everyone feel important, valued and seen. While meetings with the whole team are important and highly necessary, one-on-one meetings are also crucial. They don’t have to be long and can be a quick check-in, but they can be powerful tools to keep your employees feeling valued.

Use a virtual meeting assistant to take notes so you can engage

If you want to be fully engaged and not focused on taking notes, you should consider using a virtual meeting assistant like Laxis to take notes for you. In 2026, an AI notetaker that joins your calls and writes up the summary automatically is something most teams simply expect. Laxis is smarter than ever and will take notes around specific topics you want it to, then turn them into a clear summary and action items. After the meeting, send out the key notes to the people who attended so everyone has key takeaways. Remember, when you stop taking notes and keep your eyes and mind engaged in the conversation, true growth happens.

Frequently Asked Questions

How do you run a successful virtual meeting?

Start by setting a clear agenda and sending it to attendees in advance so everyone knows what to expect and can prepare. During the meeting, respect everyone's time by jumping straight into the content, skipping roll call, and keeping the group small enough for genuine engagement. Ending with clear takeaways and using a tool to capture notes helps ensure the meeting stays productive.

Why are smaller virtual meetings more effective?

When fewer people are on a call, each participant is more likely to engage, share their opinions, and stay focused. Large meetings tend to leave some people feeling lost in the mix or like their voice does not matter, which causes disengagement and lowers productivity. Keeping the group small helps everyone feel heard and keeps the conversation on track.

Should you take roll call at the start of a virtual meeting?

No, taking roll call at the start tends to kill interest and engagement before the meeting even begins. Instead, have attendees type their names in the chat so you can review who joined afterward, and start on the content at the scheduled time. This shows you value people's time, which they will appreciate.

How can an AI meeting assistant help during virtual meetings?

An AI meeting assistant like Laxis takes notes for you so you can stay fully engaged in the conversation instead of focusing on writing. Laxis can capture notes around the specific topics you care about, then turn the discussion into a clear summary and action items. After the meeting, you can send the key notes to attendees so everyone leaves with the same takeaways.