Weekly Wonder: Best Practices for Hosting Virtual CUG Meetings

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Hi CUG Members!

Welcome to this week’s edition of Weekly Wonder! Today, we’re focusing on user groups that host virtual meetings, sharing tips to boost engagement and make your gatherings more impactful. In our increasingly digital-first world, virtual meetings are essential for productivity and collaboration. While the format may be remote, that doesn’t mean it has to feel distant. Here are some best practices to help you host engaging, effective virtual meetings:

1. Set Clear Objectives

Define your meeting goals before it begins. Whether you're sharing updates, brainstorming ideas, or creating space for networking, clear objectives provide structure and help participants understand the purpose – keeping the meeting focused and on track.

2. Choose the Right Platform

Pick a platform that suits your needs – Zoom, Microsoft Teams, Google Meet, or others. Consider various features offered by different platforms such as screen sharing capabilities, breakout rooms for smaller discussions, and chat functions that enhance interaction among participants. The right tool enhances the overall meeting experience.

💡 Pro tip: Remember to record any sessions for those who can’t attend live.

3. Create an Agenda

Send a detailed agenda in advance so attendees can better prepare and know what to expect. A clear agenda with time allocations sets expectations, keeps discussions organized, and ensures important topics aren’t overlooked. As a starting point, check out the sample agendas included in the templated presentation deck in the CUG All-in-One Kit.

💡 Pro tip: Assign a designated member to take meeting notes and ensure that these notes are stored in your CUG’s shared space.

4. Make It Interactive and Inclusive

Foster a two-way dialogue and drive engagement by actively encouraging participation. Consider using breakout rooms to facilitate smaller group discussions and engagement tools to get participants more involved in the conversation. Here are a few tools to encourage engagement:

• Mentimeter or Slido – for real-time polls and audience Q&A

• Miro – for visual, collaborative brainstorming

• Kahoot! – for gamified quizzes and friendly competition

5. Follow Up After the Meeting and Gather Feedback

After your meeting, send a concise recap with a meeting recording, key takeaways, action items, and next steps. This reinforces accountability and provides a useful reference for attendees who may have missed the meeting.

Ask attendees what worked and what could improve. A quick survey using tools like Google Forms or Typeform can uncover insights that help you refine future meetings.

💡 Pro tip: Make sure to add feedback to your Product Knowledge hub on Confluence, or in any shared space your group is utilizing for Atlassian information.

What strategies have worked best for your virtual meetings?

Virtual meetings are here to stay, and with the right approach, they can be just as impactful and engaging as in-person gatherings. Whether you’re leading a small user group or a large-scale session, these best practices will help you connect with your audience and make every virtual meeting count. We’d love to hear your tips, favorite tools, and success stories in the comments!

[Pierre Rutsch]

Thank you for these excellent tips on hosting virtual meetings! I especially appreciate the emphasis on setting clear objectives and providing a detailed agenda in advance – this really helps keep everyone focused and ensures that the meeting runs smoothly.
We’ve also found that using interactive tools like Mentimeter or Kahoot! can make a huge difference in engagement. During our virtual meetings, we’ve used them to gather real-time feedback and even host mini quizzes to make learning fun and interactive.
One of the strategies that worked really well for us is designating a timekeeper to help ensure the meeting stays on track. It’s been great for keeping the flow consistent and ensuring we cover all the essential topics without running over time.
Looking forward to hearing more ideas from others here!