Virtual meetings have become mandatory or the only way to have meetings due to lockdown imposed on all of us. However, most virtual meeting suffers from lack of attention and often one or two people tend to dominate and others are mute spectators. Attendees often interpret virtual meetings as a license to multi-task and pay less attention to the actual meeting.
However, virtual meetings can be run more effectively, using basic meeting practices and easy-to-use, inexpensive technology.
Use Video
To create a feeling that they are all in the same meeting, using video rather than conference dial-ins. Technology helps to personalize the conversation and to keep participants engaged.
Always provide a dial-in option
Video conferencing relies on a strong internet connection, which may not be available everywhere and so it is always better to have a back up of a dial-in option so that the participant can dial-in to join a meeting if his internet connection is not working properly.
Test the technology ahead of time
Nothing kills the momentum at the start of the meeting as the software has to be downloaded, installed, video tested. Instead, ensure before the meeting, all the participants have the software installed and tested and make sure they are comfortable using it, know how to use it, know the shortcut keys for quick operations, etc.
Make sure faces are visible
Meetings are more effective when everyone can see each other's face and body language. Ask participants to sit close to the camera to help the feeling of the in-person meeting.
Stick to meeting basics
Before the meeting, set clear objectives and send a pre-read if appropriate. During the meeting, use an agenda, set ground rules, take breaks, and clearly outline the next steps after each section and after the meeting.
Minimize presentation length
meetings should be discussions and keep presentations to the minimum. If someone needs to present, use screen sharing, so attendees can be on the same page. Prioritize the conversation to maximize the time people are discussing the issues.
Use an icebreaker
It is very important to use every tool to reinforce interpersonal relationships when people may be feeling isolated. It is important to know if any participant requires some help on the personal front.
Assign a facilitator
It is usually harder to manage a virtual session than an in-person one. It would be helpful to appoint one person to guide the meeting, allowing the participants to focus on the discussion. The facilitator can also take a quick poll to gauge the pulse of the group on certain issues and ensure all opinions are heard. He should also be able to resolve any basic queries concerning the technology used.
Call on people.
Getting everyone to participate without talking over one another is one of the major challenges of running a virtual meeting. To prevent this call select participants to speak before a final decision is reached. Use the "Raise hand" feature if available in the meeting software. this will help an introverted participant to participate in the discussion.
Capture real-time feedback
Gathering high-quality input may be difficult especially in a virtual meet as the visual clues may be harder to read. use the survey tool available to collect on-demand feedback from attendees on specific topics in real-time. Keep polling open, and separate from the conference to avoid disrupting the meeting. Participants will need clear instructions on its usage but it is worth the effort.
Don't be afraid to tackle tough issues
Meeting virtually is a learned behavior and You will get a lot out of it one your team becomes comfortable using it. Do not shy away from controversial topics.
Practice once or twice while you are still together
Practice with one or a few of your executives in the office and collective feedback at the end of the meeting and debrief to iron out any issues.
Not being able to work in the same room is a major challenge and using virtual meetings judiciously would help bridge the gap.
What it takes to run a great virtual meeting
By Bob Frisch and Cary Greene HBR March 2020
Comments
Post a Comment