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Virtual Facilitation Best Practices: Tips for Conducting Successful Online Meetings and Workshops in Executive Coaching

As the world embraces remote work and virtual collaboration, virtual facilitation has become an essential skill, especially in the realm of executive coaching. Engaging executives in online meetings and workshops require a different set of strategies to ensure meaningful interactions, active participation, and effective learning experiences.

In this article, we will explore best practices for virtual facilitation that are tailored to the unique needs of executive coaching, enabling facilitators to deliver impactful and successful online sessions.

“The art of virtual facilitation lies in creating an environment where voices are heard despite the distance.”

– Rashid N. Kapadia


Best Practices for Virtual Facilitation

Embrace Technology and Prepare Ahead

Familiarize yourself with the virtual platforms you’ll be using for executive coaching sessions, such as video conferencing tools and collaboration software. Test the technology in advance, ensuring that audio and video are clear, and familiarize yourself with the features that support engagement, like breakout rooms, polls, and whiteboards.

Familiarize yourself with the virtual platforms

Become proficient with video conferencing tools like Zoom, Microsoft Teams, or Webex, and collaboration software like Miro or Google Jamboard.

Test the technology

Conduct practice sessions with colleagues or friends to ensure you are comfortable with the features and troubleshoot any technical issues.

Prepare backup options

Have alternative virtual platforms or communication channels ready in case of unexpected disruptions.

Set Clear Objectives and Expectations

At the beginning of each virtual executive coaching session, outline clear objectives and expectations to participants. Clearly communicate the agenda, learning outcomes, and the level of interaction expected from participants. This clarity ensures everyone is aligned and focused on the goals of the session.

Share the agenda in advance

Send a detailed agenda with clear session objectives, topics, and timings to participants before the session.

Communicate learning outcomes

Clearly state what participants should expect to learn and achieve during the executive coaching session.

Define participation expectations

Inform participants about the level of interaction and engagement expected from them during the virtual session.

Create a Welcoming Virtual Space

Establish a warm and inclusive virtual environment that fosters trust and openness. Greet participants warmly as they join the session, and consider using icebreaker activities to help build connections among participants.

Greet participants warmly

Begin the session by acknowledging participants as they join, and using their names to create a personal connection.

Use icebreakers

Incorporate icebreaker activities or personal check-ins to foster a sense of community and put participants at ease.

Encourage Active Participation

Engage participants actively in virtual executive coaching sessions by using various interactive tools. Ask open-ended questions, facilitate group discussions, and encourage executives to share their insights and experiences. Utilize polls, surveys, and chat features to gather real-time feedback.

Ask open-ended questions

Promote discussion and critical thinking by posing questions that require thoughtful responses.

Facilitate group discussions

Encourage executives to share their insights and experiences with one another, fostering a collaborative learning environment.

Use interactive tools

Polls, surveys, and chat features keep participants engaged and provide valuable real-time feedback.

Utilize Breakout Rooms for Small Group Discussions

Incorporate breakout rooms for small group discussions, allowing participants to interact in more intimate settings. Use breakout rooms to discuss case studies, share experiences, or work on exercises that promote collaborative problem-solving.

Assign groups purposefully

Create breakout groups based on shared interests, experience levels, or specific topics to optimize discussions.

Provide clear instructions

Clearly communicate the discussion topic and objectives to participants before entering the breakout rooms.

Rotate facilitators

If you have co-facilitators, assign them to oversee different breakout rooms for more personalized support.

“Good virtual facilitators make the virtual space feel like a home for ideas,

collaboration, and growth.”

– Nancy White

Manage Time Effectively

Time management is crucial in virtual facilitation. Plan activities with clear time limits and allocate breaks for longer sessions. Be mindful of the pace of the session and ensure that each activity receives adequate time without overextending the meeting duration.

Plan and stick to a schedule

Allocate specific time slots for each agenda item and inform participants about the session’s structure.

Allow for breaks

For longer sessions, schedule regular breaks to prevent participant fatigue and ensure maximum attentiveness.

Engage Visual and Audio Elements

Incorporate visually appealing slides, graphics, and multimedia to enhance engagement during online executive coaching sessions. Use audio and video elements judiciously to keep participants engaged and prevent monotony.

Use visually appealing slides

Create engaging slides with minimal text, relevant images, and clear diagrams to support key points.

Include multimedia content

Use videos, audio clips, or animations to illustrate concepts and make the session more interactive.

Foster Connection and Relationship Building

In virtual executive coaching, relationship building may require extra effort. Encourage participants to engage in casual conversations before or after sessions, allowing them to connect and build relationships beyond the formal setting.

Encourage networking opportunities

Set aside time for informal conversations, virtual coffee breaks, or team-building activities to facilitate relationship-building among participants.

Facilitate introductions

Use icebreaker activities that require participants to introduce themselves and share relevant information about their backgrounds and goals.

Address Technical Challenges Gracefully

Technical glitches are inevitable in virtual meetings. Be prepared to address technical challenges calmly and efficiently. Provide participants with technical support or backup options, so they can rejoin the session if they encounter any issues.

Remain calm and patient

If technical issues arise, maintain composure and reassure participants that you will resolve the problem.

Offer technical support

Provide contact information or a dedicated support person whom participants can reach out to for assistance.

Wrap-Up and Recap

At the end of each virtual executive coaching session, summarize the key takeaways and action items. Share any relevant resources or materials that support the topics covered. Offer opportunities for further discussion or follow-up sessions as needed.

Summarize key takeaways

Recap the main points covered during the session to reinforce learning and ensure clarity.

Share additional resources

Provide participants with relevant articles, books, or tools to continue their learning beyond the executive coaching session.

“Facilitation is not about leading the group. It’s about enabling the group to lead itself.”

– Marianne Larsen


Seek Participant Feedback

After each virtual executive coaching session, request feedback from participants to understand their experiences and areas for improvement. Use this feedback to continuously enhance your virtual facilitation approach.

Use surveys or feedback forms:

Send participants a post-session survey to gather their opinions, suggestions, and areas for improvement.

Act on feedback

Analyze the feedback received and make appropriate adjustments to improve future virtual executive coaching sessions.

Virtual facilitation in executive coaching demands adaptability, creativity, and a deep commitment to creating meaningful learning experiences. By embracing technology, setting clear objectives, and creating a welcoming virtual space, facilitators can ensure successful online meetings and workshops.

Encouraging active participation, utilizing breakout rooms, and effectively managing time contribute to the engagement and effectiveness of virtual executive coaching sessions. By fostering connection, addressing technical challenges, and seeking participant feedback, facilitators can continuously refine their virtual facilitation best practices and deliver transformative executive coaching experiences in the digital realm.

“The real power of effective virtual teams comes from people who can work anywhere and anytime.”

– Patrick Lencioni



As the landscape of work continues to evolve, the power of virtual facilitation in executive coaching will remain pivotal in empowering leaders to thrive in an increasingly remote and interconnected world.


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Based on that exposure, our company has intentionally set out to support those practicing the art and science of leadership – or as often referred to, “Executive Talent.” These are people who acknowledge that they are not experts. They are open to opportunities for continued growth and carry the desire for learning what is needed to become a success in today’s complexity and uncertainty.

To this end, we have purposely structured our company and engaged with associates in strategic global locations, so that we are able to provide the full suite of transformational executive career coaching, facilitation, and education support required.



 “The Skilled Facilitator: A Comprehensive Resource for Consultants, Facilitators, Managers, Trainers, and Coaches” by Roger Schwarz.

  1. “Coaching for Performance: The Principles and Practice of Coaching and Leadership” by John Whitmore.
  2. “The Coaching Habit: Say Less, Ask More & Change the Way You Lead Forever” by Michael Bungay Stanier.
  3. “The Art of Facilitation: The Essentials for Leading Great Meetings and Creating Group Synergy” by Dale Hunter, Anne Bailey, and Bill Taylor.

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