Virtual meetings are our new way of life. They are beneficial to the company’s bottom line, and if we execute them correctly, they can be even more impactful than meetings held on site.
Video conferencing can help build trust and increase engagement in your teams without the need for a plane ride, gridlock traffic and a night or two away from family. So let’s dive into a few virtual meeting tips:
Conference calls can be the absolute worst when bad habits meet less than engaged attendees. One way to combat conference chaos is to create a set of meeting Norms. Norms are an understanding amongst the group of what will and will not be allowable when meeting. The trouble is, many teams create their list of norms separate from the group and result in work around behavior or people just sliding back into their normal habits. To avoid this, meeting leaders should set norms with input from the group in order to reach a consensus about virtual meeting behavior.
Waiting until the beginning of a big meeting and then discovering that your video isn’t working usually results in a loss of visual connection with your telecommuting teammates. Make sure that upon arrival, technology is the first priority. When possible, have someone arrive early to make sure everything is setup properly.
We Could Have Done This In An Email
Holding a meeting that could have been an email is a waste of time for everyone involved. Sending an email that should be a meeting is just asking for things to go sideways on you. Correctly evaluating when to send an email and when to have a meeting can help save everyone time and will help them stay more attentive during the meetings themselves.
Wrong Party Guests
Asking someone to sit on the other end of a phone or video chat when they do not need to be there creates a culture of multitasking and half listening. Once we train ourselves to do other things while on a call it can be a difficult habit to break. Making sure that everyone who is invited is truly needed on the call can be a great step toward full attention during meetings.
There Was Homework?
Sending out condensed readings to prepare for a meeting can help make the most of everyone’s time once they are online together. In order for this to work the meeting preparer should only send out the most pertinent info and encourage a culture in which reading prep is done before the meeting.
For more helpful tips on mastering your virtual meetings, consider DuMore’s Virtual Collaboration Workshop to help your team have powerful and effective meetings virtually.
Allison and Jim