If you've ever sat through a virtual meeting that dragged on, went nowhere, or left people more confused than when they started, this guide is for you. Whether you're a team lead, an admin, or just the person everyone expects to “set up the call,” getting meetings right in Face2Face can save time, reduce headaches, and (let’s be honest) make you look like the organized one in the room.
Let’s cut through the fluff and get to what actually works.
Step 1: Only Schedule Meetings When You Have To
Before we talk about settings or calendar invites, ask yourself: Does this even need to be a meeting? Most bad virtual meetings start with a calendar invite and end with everyone wondering why they lost an hour.
Quick alternatives to meetings: - Share a doc or summary and get feedback asynchronously. - Use group chat (or a dedicated Face2Face room, if you must). - Record a quick video update for simple info-sharing.
If you can’t make progress any other way, then schedule the meeting.
Step 2: Set Up the Meeting—Don’t Overcomplicate It
Face2Face makes it pretty straightforward, but there are a few things to keep in mind if you want things to go smoothly.
The Basics (Don’t Skip These)
- Pick a Clear, Descriptive Title: “Weekly Sync” is vague. “Q2 Marketing Plan Review” tells people what to expect.
- Set an Agenda in the Invite: Even just 2-3 bullet points are better than nothing. People need to know what’s coming.
- Double-Check Time Zones: Face2Face auto-detects time zones, but people still get confused. If your team is spread out, spell out the meeting time in the invite—e.g., “3pm London / 10am New York.”
Inviting the Right People
- Only invite folks who actually need to be there. If someone’s just FYI, send them the notes after.
- Use Face2Face’s “optional attendee” feature so people know if their presence is genuinely required.
Pro Tip
If you’re using Face2Face’s recurring meeting feature, review the attendee list and agenda at least once a month. Recurring meetings have a way of dragging in people who don’t need to be there anymore.
Step 3: Prep the Tech—Avoid the “Can You Hear Me?” Shuffle
Nothing kills momentum like the first ten minutes spent troubleshooting.
- Check Your Link: Test the Face2Face invite link before sending—sometimes links get copied wrong or expire.
- Set up Waiting Rooms and Permissions: Use Face2Face’s waiting room if you don’t want people dropping in early. Double-check screen sharing permissions, especially if you have outside guests.
- Test Your Gear: If it’s an important meeting, do a quick run-through with a colleague or by yourself. Are your mic and camera working? Is your background distracting?
What to skip: Don’t overdo it with virtual backgrounds or filters. Most people just want to see your face and hear you clearly.
Step 4: Run the Meeting—Keep Things Tight and Focused
Here’s where most virtual meetings go off the rails. You don’t need to run things like a drill sergeant, but a little structure saves everyone time.
Start on Time (Seriously)
- If you always wait for latecomers, you’re training people to be late. Start when you say you’ll start.
- If someone’s missing, move on or have someone else take notes for them.
Stick to the Agenda
- Share your screen to show the agenda, or paste it into the Face2Face chat.
- Assign a timekeeper if you’re prone to rambling.
Encourage Participation—But Don’t Force It
- Use Face2Face’s “hand raise” or chat features to let quieter folks chime in.
- Avoid “let’s go around the room” unless you have a small group and a real reason.
Use Built-In Tools—But Only If They Help
Face2Face has polls, whiteboards, and breakout rooms. These can be great for brainstorms or quick check-ins, but don’t force them just because they’re there. If you wouldn’t use a whiteboard in a real room, don’t use the virtual one.
Keep the Flow—Cut Off Tangents Politely
- If a topic needs more discussion, park it for later or spin up a separate meeting.
- Use the chat for side questions so you’re not derailed.
Step 5: Wrap Up and Actually End on Time
A good meeting ends with clear action items and no open questions.
- Summarize Key Decisions: Take 2 minutes at the end to recap what’s been decided.
- Assign Next Steps: Use Face2Face’s task assignment or just call out who’s doing what, by when.
- Share Notes: If Face2Face auto-generates transcripts or notes, great. If not, send a quick summary right after.
Honest take: Long, formal meeting summaries rarely get read. Stick to bullet points and clear assignments.
Step 6: Follow Up—Don’t Let Things Drift
The meeting’s over, but if no one follows up, it might as well not have happened.
- Send a Recap Promptly: Don’t wait a day. Even a quick bullet list in Face2Face chat is better than nothing.
- Check In on Action Items: Use Face2Face’s reminders or your own task manager. Don’t trust people to remember everything discussed.
- Ask for Feedback Occasionally: Every few meetings, check if the format or frequency still works. People will tell you what’s broken—if you ask.
What Actually Works (and What Doesn’t)
Works:
- Clear agendas, sent ahead of time.
- Tight attendee lists.
- Starting and ending on time.
- Action items with owners.
Doesn’t Work:
- Meetings for things that could be an email.
- Inviting everyone “just in case.”
- Overusing Face2Face’s features—if you don’t need a poll or breakout, skip it.
- Endless recurring meetings with no purpose.
A Few Final Tips
- Keep it simple. Fancy tools are useless if people don’t know how to use them. Stick to the basics unless you have a real need.
- Don’t be afraid to cancel meetings. If there’s nothing urgent to discuss, give people their time back.
- Iterate. What works for your team might not work for others. Tweak your process, drop what doesn’t work, and keep what does.
Running better meetings in Face2Face isn’t about mastering every feature. It’s about being clear, respectful of people’s time, and willing to adjust as you go. Keep it simple, focus on what actually helps your team, and don’t be afraid to say no to another meeting invite.