6. Create regular feedback loops and agreements to make sure that the meeting is covering what you want it to cover. Taking time to create agreements on how the meeting will run is important. While some organizations scoff at having ground rules for meetings, creating shared agreements with those you are meeting with regularly creates a culture where people own the meeting and are active participants. (Source: PlanDoTrack blog)
7. Stream where possible to help everyone keep a focus. Multitasking is the band of any virtual meeting. Seeing each other eyeball to eyeball helps to maximize focus and minimize the urge to engage in multiple other tasks while you are meeting.
8. Use platforms which facilitate dialogue and engagement. Choose platforms that let you screen share, so you can each input and share pertinent information from your devices. Many platforms allow you to move into breakouts for smaller group discussion, and several offers the use of whiteboards or annotation to capture information and decisions made. Many platforms also provide a recording function which also can help to streamline record keeping. Virtual meetings don’t have to be a bore.
9. What follow up is needed? One reason many meetings get poor reviews is because no follow up or concrete action flows out of the meeting. Spend a few minutes highlighting the key takeaways, actions, and timelines, along with who is responsible for taking action. In many platforms, chat logs are recorded. A quick way to remind people of the meeting outcomes and responsibilities is to have someone type these items into chat while the meeting is taking place. Everyone attending can validate these agreements, reducing the need for a lengthy back-and-forth on what’s been decided and who is going to do what. Depending on the formality and requirements of your organization, the chat log can serve as some, or all, of the meeting notes.
10. Finally, is a meeting really what is needed? We host virtual meetings for a variety of reasons—to share information, provide updates, brainstorm new ideas, problem solve, or plan. Let people know what type of meeting they are coming to attend, rather than assuming that they know.
Setting everyone up for success is a key principle for virtual world. What’s going to help your folks?
(Excerpt: Day 53 | 90-DAY GUIDE FOR SUCCESS 90-DAY GUIDE FOR SUCCESS | Day 53 | pages 314-315, © Jennifer Britton, 2021)
What do you want to consider to make your meetings more effective?
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