In today’s hybrid work world, virtual meetings are no longer a novelty—they’re the norm. But despite the convenience, many of us still leave these meetings feeling drained, disconnected, or uncertain about what was actually accomplished. We’ve all sat through meetings that felt more like a formality than a meaningful opportunity to connect or move the needle forward.
Yet, when done well, virtual meetings can be incredibly powerful. They’re not just for sharing updates—they shape how we experience our work, how we relate to one another, and how we grow in our careers. The best part? You don’t have to be the one leading the meeting to make a real impact. How you show up—whether you’re speaking, listening, or contributing behind the scenes—can influence the tone, energy, and outcome of any meeting.
Mindset Matters
Attitudes are contagious. Before clicking “Join Meeting,” pause and ask yourself: What kind of energy am I bringing into this space? As Zig Ziglar famously said, “Every morning when you get up, give yourself a check-up from the neck up.” Starting the day with an attitude of gratitude sets the tone—not just for your day, but for how others experience you in a virtual room.
Feeling a bit “blah”? Try this: take ten seconds to name one thing you appreciate, in that moment. A warm cup of coffee. A healthy child. A quiet workspace. This simple shift can reset your mindset and help you show up with more clarity and presence.
Show Up Like You’re In the Room
Just because we’re behind screens doesn’t mean we’re not in a shared space. When possible, keep your camera on. Human connection is built on small cues—eye contact, nods, posture—and having cameras on helps recreate the engagement of in-person interaction.
That said, there can be valid reasons to turn your camera off, whether it’s bandwidth, a privacy agreement, or treating the virtual call like a phone or teleconference call. If you need to step out of the virtual room, a visible empty chair and a quick note in the chat signals that you’re momentarily unavailable. These actions demonstrate integrity and commitment to others in the meeting, rather than having the camera off and pretending to be “present” when you’re not.
Practice Active Participation
Simple courtesies make a big difference. Mute yourself when you’re not speaking, but stay present and ready to jump in. Skip the side-scrolling and email checks—multitasking might feel productive in the short-term, but research shows that multi-tasking actually signals you’re checked out and drags down the group’s energy.
Again, these behaviors display a lack of intention regarding the value of your contribution to others and the quality of the meeting. Additionally, if you’re using the Chat, make it count. Share quick insights or helpful links, not side conversations that pull focus and drain the energy of others.
But here’s where the real magic happens: meaningful participation, which means showing up prepared—knowing the agenda, thinking through your perspective, and coming ready to contribute. Once you’re in the meeting, focus your mindset. Shift from “What should I say?” to “What can I learn?” Active listening isn’t passive—it’s powerful and intentional.
When it’s your turn to talk, be intentional, clear, constructive, and collaborative. Build on what others say. Offer ideas. And if you spot a problem, contribute and be the one who also offers a solution.
Follow Through, Every Time
It’s easy to nod along in a meeting—but trust is built in the follow-up. Did you agree to send a document? Schedule a call? Share a resource? Do it right away. Consistency and timeliness in follow-through build more credibility than anything you say in the meeting.
Leadership often shows up in small actions: a thoughtful question, a gesture of inclusion, a moment of clarity. Whether you’re a team leader or a new hire, how you show up shapes the meeting. The standard you model can raise the bar for everyone else.
Before your next virtual meeting, ask yourself:
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Am I helping others feel clearer or more confused?
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Am I contributing to a respectful, results-oriented culture?
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Am I showing up as the kind of professional I aspire to be?
At their best, meetings are opportunities—they’re where ideas are shaped, decisions are made, and trust is built. But those outcomes don’t happen by accident. They happen when everyone shows up with intention and care.
In today’s hybrid world, virtual meetings are here to stay. The good news? How we show up for them is entirely within our control. Every meeting offers a chance to reinforce trust, model professionalism, and move work forward with purpose. Whether you’re leading the conversation or listening as a participant, your presence has power. When each of us takes small, intentional steps to engage, we turn meetings from mundane to meaningful—and that ripple effect can be measured. It reaches far beyond the screen!
Stay tuned for more insights and tips on leadership development in future blog posts. Until next time, keep leading with purpose and passion!
Are you working on your leadership skills? Contact us about leadership training that can advance your career and business.
Dr. Cheri Rainey is the CEO/Founder of Rainey Leadership Learning, partnering with leaders to support the entire employee life cycle.