8 – 400
180 – 240 min
Virtual | Hybrid | Face to Face
Whether in home offices, hybrid teams, or international projects, online meetings have become an integral part of the modern working world. But how do virtual meetings really work effectively, and how can you develop a strong team spirit online? We say it’s possible with the right approach to online meetings.
⭐⭐⭐⭐⭐
“Mission to Mars is an online team-building exercise that really helped us grow as a team. The exciting tasks and clear division of roles meant we had to communicate, trust each other, and find solutions together—exactly the skills that are crucial in everyday working life. Team communication and collaboration were strengthened in the long term. I would definitely recommend it to anyone who wants to experience team development online!”
– Hendrik S., IT company
An online meeting is a virtual gathering where people communicate with each other in real time via the internet. Participants can connect with each other via video, audio, chat, or screen sharing, regardless of their geographical location. Online meetings are often held via special platforms such as Zoom, Microsoft Teams, or Webex.
Online meetings have become an indispensable tool for exchanging ideas and working together, especially in today’s working world. They enable teams to collaborate flexibly and save travel time and costs. Online meetings also promote communication in hybrid or purely virtual teams. In addition to traditional meetings, online meetings are also used for workshops, training sessions, and team-building events.
But not every online meeting is automatically effective. Poorly organized virtual meetings can even harm teams: long monologues, lack of interaction, and unclear goals quickly lead to demotivation, frustration, and “Zoom fatigue.”
The result: participants switch off internally, feel less involved, and collaboration suffers in the long term. That’s why it’s not just the right technology that’s needed, but also clear structures, good moderation, and interactive elements that actively involve all participants and strengthen the sense of community.
Depending on the setting, facial expressions, gestures, and body language may not be visible at all or only to a limited extent. This can very quickly lead to misunderstandings when communicating with team members. We therefore always recommend a professional setting for online meetings with video, audio, and a height-adjustable desk so that movements are also visible.
Participants are more easily distracted in online meetings, e.g. by incoming messages. It is also easy to quickly check emails instead of concentrating fully on the meeting. We therefore recommend clearly communicating that emails and messages should be muted during online meetings and not opened in the background.
Without face-to-face encounters, it is difficult to develop emotional bonds and a sense of unity within the team. The Gallup study from 2024 also showed that purely remote teams have a weaker emotional connection to the company and the team. We therefore recommend regular team meetings in the office or team-building activities at least once a month, in addition to online meetings.
Poor internet connection, audio problems, technical hurdles such as screen sharing. All of these can disrupt communication and productivity in online meetings and even have a negative impact on team spirit. We therefore recommend regular online meetings where these skills are practiced, preferably in a playful way, e.g., as part of a team development activity.
Informal exchanges, such as conversations at the coffee machine or during lunch breaks, are no longer possible. Small talk is rare in online meetings. This inhibits team cohesion and authentic exchanges within the team. Working constantly at a screen has also been shown to limit creativity. We therefore recommend short check-in rounds at the start of online meetings, as well as creativity-promoting activities and tools.
Often, roles and responsibilities are not clearly defined in online meetings, which hinders implementation. It therefore makes sense to keep minutes with specific action items. This can also be done efficiently using an AI copilot, such as Fireflies. Here, the meeting is recorded and the AI captures to-dos and clear responsibilities.
To ensure that an online meeting is truly successful and offers added value for the company and the team, there are a few points and tips that we would like to share with you based on our experience of moderating over 1,000 online meetings and online team-building sessions.
A successful online meeting depends on having the right platform. From video calls and screen sharing to interactive features such as breakout rooms and polls, there are many requirements for a good tool. Especially when it comes to bringing teams together virtually and promoting collaboration, it’s worth taking a closer look at the options.
Here’s an overview of the most popular tools for online meetings:
✅ Zoom – known for its ease of use, breakout rooms, and stable video quality. Ideal for online meetings with many participants.
✅ Microsoft Teams – perfectly integrated into the Microsoft 365 world, with chat, file storage, and real-time collaboration. Particularly suitable for companies that collaborate on many documents or for working in teams.
✅ Cisco Webex – scores highly with its high security standards and professional features for larger organizations.
✅ Google Meet – easily accessible via your Google account, with solid basic features for quick, uncomplicated online meetings.
✅ Whereby – browser-based and no software installation required, ideal for smaller, spontaneous meetings.
Which tool is right for your team? The key factor is which features you need for your collaboration: Do you need interactive whiteboards? Breakout rooms? Integrations with other applications?
Editor: Marcus, thank you very much for taking the time to talk to us. Many teams today work in a hybrid or completely remote environment. Is it even possible to develop genuine cohesion and a sense of unity in this digital environment?
Marcus Richter: You’re welcome! And yes – even if it may sound more difficult at first, it is definitely possible. Team cohesion does not arise automatically through physical proximity, but through shared experiences, shared successes, and a feeling of mutual trust. This can also be achieved online if meetings are consciously designed and not just seen as a mandatory appointment.
Editorial team: What does that mean specifically? What does it take to make an online meeting more than just a video call?
Marcus Richter: First of all, a clear structure and goal. Many online meetings fail because they simply dump information on participants. But people want to get involved, be part of the action, be seen. This requires interactivity: asking questions, stimulating discussion, voting, small group work in breakouts – or even playful elements. At BITOU, we use precisely these tools to get teams taking action online.
Editorial team: Play and work – do they go together?
Marcus Richter: Absolutely! Playful elements are extremely valuable, especially in virtual collaboration. They help break down barriers, break up roles, and enable new dynamics. When we overcome a challenge together—whether virtually or in person—trust grows. That’s exactly what teams that work digitally need: the feeling that they can rely on each other, even without direct eye contact or coffee breaks.
Editor: Many people complain about “Zoom fatigue.” How can this be counteracted?
Marcus Richter: By making meetings shorter, more focused, and more varied. No one can concentrate on listening to a screen for two hours. Therefore: small, interactive impulses instead of monologues, regular breaks, and the use of visual elements. And why not consciously shift the focus from content to interaction? A short team exercise, a challenge, or a virtual group activity are often exactly the energy boost that teams need.
Editor: What role do online team development measures play in this context?
Marcus Richter: A big one. An online team development measure is like a digital experience, that takes the team out of their everyday routine. It’s about experiencing something together, laughing together, puzzling things out together, planning together – and strengthening team structures in the process. I see it so often: after an activity like this, the teams talk about what they’ve experienced for a long time afterward, incorporate terms or jokes into their everyday lives, and have a new sense of togetherness. That carries them through even the more difficult times.
Editor: Can you give us an example?
Marcus Richter: Sure! One of my favorite formats is our “Adventure Everest Online.” We simulate climbing Mount Everest, with each participant taking on a role in the expedition team: planner, team leader, navigator, etc. The team has to make decisions together, allocate resources, and respond to challenges. It’s about communication, strategy, trust – but also excitement and fun. I’m always impressed by how much teams get into the story, even online, and how much their team spirit grows when they “climb the summit together and then return to the valley.”
Editorial team: Sounds exciting! Your conclusion in one sentence?
Marcus Richter: Team building and cohesion in online meetings are successful when we make encounters possible – through interaction, shared experiences, and the courage to try new things.
