15 Best Practices for Virtual Trainers

To empower L&D professionals and organizations to plan and deliver high-impact training, here are 15 best practices and virtual training tips for trainers. 

Why Virtual Training Requires a Different Skillset

At first glance, virtual training might look like a simple shift — you take your in-person session, host it on a virtual training platform, and hit “Start Meeting.” But anyone who’s implemented virtual training knows that the digital classroom plays by a very different set of rules.

In-person trainers thrive on interpersonal energy. They read the room — the nods of understanding, the furrowed brows of confusion, the subtle buzz of engagement. They can adjust their tone, pace, or examples on the fly because they can feel the audience’s pulse.

In the virtual world, much of that disappears. Participants might have their cameras turned off, microphones muted, and distractions could just be a tab away. The physical cues that guide a trainer’s rhythm are muted, replaced by silence, lag, and the occasional “You’re on mute.”

That’s why successful virtual trainers need a completely new toolkit — one that blends teaching psychology with digital fluency.

A great virtual trainer isn’t just a subject-matter expert; they juggle multiple roles, like:

1. Tech navigator

A virtual trainer must be aware of the platform they’re using, from top to bottom. They are fluent in navigating through the tool, aware of the features, and where they can be accessed, so they regulate it without breaking the meeting’s flow. And in case any technical issues arise, they must be able to troubleshoot, without distracting the focus of the class.

2. Engagement driver

Engagement doesn’t happen naturally in a digital setting, instead it should be worked on to achieve. It is the responsibility of trainers to leverage interactive elements consistently like – quick polls, reflections, or “hands-up” moments. Besides, they can also call out names, and encourage attendees to interact, all of which contributes to increased motivation among the participants.

3. Empathetic communicator

Virtual learners aren’t sitting in a quiet conference room—they might be at home, juggling kids, pets, and life around them. Great trainers show empathy, set a relaxed tone, and recognize that “showing up” looks different for everyone. This emotional intelligence creates psychological safety and makes learners more willing to participate.

4. Adaptive designer

What works in person doesn’t always translate online. A 20-minute lecture may tempt attendees to lose focus, so digital trainers need to reimagine content into shorter bursts, visual slides, or collaborative exercises. They adapt materials to fit the format, rather than forcing old methods into a new medium.

Virtual trainers who think like instructional designers execute their plan accordingly, are able to keep up the energy among attendees.

Virtual Training Best Practices & Tips for Trainers

Here are some of the best virtual training practices that you can implement and make your sessions feel lively.

 Prepare thoroughly & Rehearse in advance

Solid preparation is the backbone of every successful virtual training session. A 

A virtual setting strives for structural readiness, trainers won’t be able to adapt real-time cues which is prevalent in in-person training. You should not only know the platform but also master it to avoid any last minute shocks during the actual sessions.

To prepare effectively –

• Know your tools: Get familiar with your chosen platform. Explore and master all its features like screen sharing, launching polls, and handling breakout rooms
• Run test sessions: Conduct a dry run to make sure that your slides, videos, and audio function seamlessly
• Anticipate participant questions: Prepare examples and discussion prompts beforehand, to ensure maximum engagement and interaction during the session
• Optimize your environment: Check lighting, sound quality, as well as camera angles. A professional setup can build credibility and focus

Schedule a 15-minute tech check before each session to identify and resolve potential glitches early.

Be Ready for the Inevitable Complications

Even the best trainers face tech problems. Frozen screens or poor internet connectivity can derail the flow of your session. Basically, virtual training success relies heavily on quick thinking and having solid backup plans.

To counter challenging circumstances –

• Have a plan B: Be ready with additional equipment including a laptop, a spare headset, backup  presentation files on a cloud drive, etc.
• Communicate clearly: At the beginning of the event, tell the participants what to do in case the session disconnects (e.g., “Rejoin using the same link”).
• Stay calm and professional: If you stay calm, your learners will do the same too, and their focus on the training will be intact.
• Use asynchronous options: Always record sessions so learners can catch up even if they miss any part of the live session due to interruption.

Create a “technical issue checklist” and keep it handy during every session.

Don’t Skimp on Equipment

Do not compromise on your audio and video quality, if you don’t want to maintain the learner engagement and how they perceive the training material. Make sure there is no grainy webcam, muffled mic or any other minor tech problems.

Don’t shy away from investing in-

• A high-quality headset: Clear sound helps learners stay focused and avoid rarest of distractions.
• A good webcam or ring light: Clearly highlights your expressions and gestures, which are necessary elements in building connection with attendees.
• Stable internet: Proper internet connection is necessary to ensure seamless flow of events.
• Professional backdrop: Ensure that your background is clean and distraction-free, so learners can give you all their attention.

The more inviting and professional the training experience, the better the audience experience.

Consider Pre-Session Activities

Building a flow before the session starts can significantly help you come prepared, and excited and also the engagement.

You can use-

• Short video intros: Send a welcome video introducing yourself and outlining what participants will learn
• Pre-training surveys or polls: Understand participant expectations and adjust content accordingly
• Warm-up quizzes: Activate prior knowledge and spark curiosity before the main session
• Send these activities 2–3 days before the session to build anticipation and readiness

Be “In the Classroom” to Greet Participants

First impressions matter—even virtually. Logging in early to greet learners creates a welcoming environment and also sets a friendly tone for the rest of the session.

Small gestures that make a big difference.

• Join 10–15 minutes early: Be there to assist with tech issues or casual conversation.
• Use names: Personal greetings help participants feel seen and valued.
• Encourage small talk: Start with light conversation to break the ice and ease any tension.

Think of this time as your “virtual hallway” — a space to connect before learning officially begins.

Build in Participant Engagement

One of the biggest challenges in virtual training is retaining attendees’ attention. Engagement doesn’t happen by accident—it must be designed into every part of your session.

Engagement techniques that work:

• Ask open-ended questions: Encourage critical thinking and also invite discussion among participants.
• Use polls and live reactions: By this you can form interactive moments consistently, every 5–10 minutes.
• Breakout rooms: This offers participants collaborate among themselves and share knowledge, values, insights, etc.
• Gamification: Add quizzes, rewards, or challenges to make learning fun and keep people motivated.

Aim for an “engagement touchpoint” every 7 to 10 minutes to ensure that attendees remain engaged & attentive throughout.

Set Expectations Clearly

There should be specific ground rules set to ensure smooth communication, and eliminate confusion during the event. People come into the training sessions with different perspectives and expectations, so setting the right expectations early on is required.

Consider discussing-

• Whether cameras should be on or off.
• How to use chat and Q&A functions.
• When to mute/unmute.
• If breakout sessions are included,  explain how they’ll work.

Share a one-page “training etiquette guide” before the session. It helps standardize behavior and saves time later.

How Airmeet Helps Trainers Deliver Engaging Virtual Training

 A virtual training besides being professional, should also feel personal, and interactive. Airmeet, with all its robust features, can effortlessly replicate the energy & engagement of in-person learning, all in a digital setting.

With Airmeet, you can expect the following benefits.

• Interactive Sessions: The platform has built-in interactive tools like live polls, Q&A sessions, emoji reactions, chat features, effective for sparking real-time engagement effortlessly, and it also makes sure that every attendee event is actively involved.

• Breakout Lounges: Airmeet has built-in social lounge and breakout rooms, where people can collaborate in smaller groups for different types of exercises, roleplays, as well as workshops. Trainers can split participants seamlessly, so they can engage in peer-to-peer learning, and replicate the vibe of a physical classroom.

• Immersive Stages: Presentations in Airmeet feel dynamic and professional. Elements like speaker tools, branded environments, & visually engaging layouts offer attendees a polished experience. Besides, there are also tools like spotlighting speakers or showing multiple media types which can make the session visually stimulating and ensure attendee engagement.

• Analytics & Feedback: Data-driven insights help trainers refine training initiatives. The platform allows you to track participation rates, engagement levels, and so much more. This empowers trainers to optimize future sessions. Implement feedback forms and post-session surveys too, to gather insights on learner experience.

• Ease of Access: Airmeet can host high-impact and hassle-free events with ease. The platform has an intuitive interface which minimizes technical glitches, helping trainers focus on the session rather than troubleshooting.

With Airmeet, you can not only maintain high engagement, but can also foster authentic interaction. Besides, it creates a learning environment that mirrors the richness of in-person experiences. Here, you can blend technology with a creative design, and ensure every session is immersive, interactive, & effective.

Bottom Line

Virtual training is a go-to option among marketers in this digitally-driven world. It has gradually become a core component of modern learning and hence, delivering engaging as well as effective sessions have become more important than ever. 

And as a virtual trainer responsible for delivering effective sessions, you can leverage platforms like Airmeet, which can help you create immersive experiences that keep the attendees motivated, connected, as well as learning actively.