IT Center Blog

Making Video Conferences More Efficient – Roles in Online Meetings 3/4

August 10th, 2022 | by
Illustration of a video conference with different participants

Source: Pixabay

In our blog series “Making video conferences more efficient” we have already reported on useful tools and shared first tips for better online meetings with you.

In this blog post, we will inform you about the different meeting roles of the participants, which also contribute to making a meeting more efficient.

Who says teamwork is only important in projects? In meetings, it can also be useful to assign roles with fixed tasks and functions in order to get the most out of the digital exchange.

Possible Meeting Roles

In addition to the various specific roles, the first thing needed is the “team”, i.e. the meeting participants. The team commits to active participation and contributes ideas and perspectives.

The role of “guide” or moderator creates equality within the conference. They also ensure that the agenda and the time frame are adhered to. The moderator addresses unspoken problems, gives feedback on the progress of the meeting and makes short, clear statements. Likewise, they clearly state which topic is next on the agenda and will be addressed. It is useful for the facilitating person to provide little discussion in a communicative way, thus steering the meeting toward decision-making. Even if it is unpleasant, if there is a lack of exchange of words, this should be endured at some point. This leads to thoughtful communication when appropriate. The guide should address the participants by name when handing over the words.

The “goal setter” can be combined with the moderator, depending on the size of the meeting. Creating a clear objective of the meeting and setting the agenda is the main task. Likewise, they invite the required group of people and finally close the meeting with a conclusion.

Last but not least, there is the “protocol taker”. This person is primarily responsible for documenting important decisions and tasks. They make discussion points visible, assists with comprehension questions, and makes the meeting record available.

These roles and associated tasks should be delegated prior to the meeting.


The following points should be paid attention to for an efficient meeting:

  • Delegate various roles
  • Prepare for the meeting (agenda)
  • Split video conference into max. 90 minutes sections
  • Establish meeting rules for communication
  • Use visualization tools or share screen
  • Encourage active participation

Since the role of the moderator in particular is an important part of the meeting, we will explicitly address this role in our next blog post in this series. Stay tuned and feel free to leave us a heart!

Responsible for the content of this article is Arlinda Ujkani.

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