Are you making your meetings as successful as they could be? In Effective Virtual Conversations, I share these eight things that can help you create the foundation for a successful meeting:
1. Do you have all the right people at the table? It’s hard to bring someone in mid-call, so think about if you have everyone on the line or around the virtual table. Is there anyone else who could provide information, and/or the authority and responsibility to get things done?
2. What can be done pre-meeting vs. post-meeting? In the virtual space most things take more time, and we want to set people up for success. What can people do before they come to the call? How clear is communication around pre-work and what participants need to bring to the call?
What needs to be done post-meeting? Consider these questions: What commitments around next steps and agreements have we made? Who will follow up? When?
3. Keep the pace moving and engaging to avoid multitasking and Death by Conference Call. As I wrote in Effective Virtual Conversations, “We have all been there! There’s nothing worse than hearing someone having a conversation in the background. Where possible, use streaming to avoid the Death by Conference Call mentality and multitasking. Create agreements around focus and/or presence during the calls.” Check out the later part of this chapter on Moving the Needle on Engagement.
4. Watch for and expect technology glitches. Know your platform and practice it so you know how to keep going if technology issues happen.
5. Get out of the rut with roles. Having a job to do on a call can boost engagement. Provide opportunities for equal participation by rotating roles. Roles include that of note-taker (or scribe) and timekeeper. If you are on a web-based platform, set a timer. Assign times to each action or agenda item. Have a scribe/note-taker capture the minutes and circulate them.
Tomorrow we’ll come back with Tips 6 – 11 of Making Your Meetings Work, and excerpt from my book, Reconnecting Workspaces: Pathways to Thrive in the Virtual, Remote and Hybrid World (pages 340 – 342).
Let us know in comments which tips you are going to put into practice.
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