{"id":6020,"date":"2020-03-20T08:43:24","date_gmt":"2020-03-20T08:43:24","guid":{"rendered":"https:\/\/thebusinessculture.co.uk\/hey\/?p=6020"},"modified":"2022-05-28T14:57:10","modified_gmt":"2022-05-28T14:57:10","slug":"top-tips-for-virtual-meetings","status":"publish","type":"good-news","link":"https:\/\/thebusinessculture.co.uk\/hey\/good-news\/top-tips-for-virtual-meetings\/","title":{"rendered":"Top Tips for Virtual Meetings"},"content":{"rendered":"

An article published by Harriet Dunn<\/a> and Lisa Smith<\/a> from Build Your Business Training<\/a>.<\/p>\n

Whether it be by teleconference, video-calling, webinar or chat space the current pandemic is forcing teams to redefine their ways of working \u2013 overnight!<\/p>\n

With a plethora of platforms (Teams, Go To Meetings, Skype, Zoom, Join.me, Google Hangout, Adobe Connect, Miro etc.) the collaboration software and technology to assist us to continue to connect and run businesses is available \u2013 each product and service provider having their own advantages. However, a common theme we\u2019re hearing is that it doesn\u2019t matter what tech we have to master, it\u2019s the etiquette and processes of actually running an e-meetings that is foxing us.<\/p>\n

So, here\u2019s our 7 top tips for your teams to get to grips:<\/p>\n

1) Ensure everyone can access & operate the technology you\u2019re using<\/strong><\/p>\n

When people are working remotely, ensure they have the means to access the platform you are using. Be clear about how to use it \u2013 most providers have a \u2018guide\u2019 to the basics. Sounds obvious, but we\u2019ve been on e-meets where some people struggle to connect until 15 mins into the discussion! Then, how to turn on their video\/audio. Will they \u2018dial\u2019 in remotely by phone or use VOIP? Can people use the \u2018interactive\u2019 functions \u2013 e.g. chat box, screen sharing, annotations, voting buttons etc.<\/p>\n

Don\u2019t forget the practical aspects: How will people get the \u2018link\u2019 or message with joining instructions? Who will \u2018dial in\u2019 as the chairperson? Who will \u2018host?\u2019 Will it be recorded for later playback? Where will this be stored?<\/p>\n

2) Lay down the rules<\/strong><\/p>\n

How you run your meetings say everything about you as a team! Who will chair? Will notes be taken? Who keeps a log of the agreed actions? If there is a \u2018chat box\u2019 facility - who will keep an eye on this?<\/p>\n

Is the expectation that all participants will be visible (if using video-conferencing)? Remember to respect cultural differences when people are working from home. Will everyone\u2019s \u2018mute\u2019 be centrally controlled or will the etiquette be to mute yourself upon joining the meeting?<\/p>\n

How \u2018formal\u2019 is your meeting? \u2013 Can you have stuff going on in the background (e.g. office\/home noise and distractions)?<\/p>\n

Is there an agenda? Will there be slots for people to say how they feel?<\/p>\n

As you get started, have the \u2018chair\u2019 inform everyone of the format: will there be lots of \u2018information giving\u2019 followed by questions? Depending on the size of the group, will you open up discussion? Could you \u2018take it in turns?\u2019 How will people know when it is their turn? Could you use a \u2018virtual table\u2019 so that when you do a \u2018round robin, everyone is aware when their turn is coming up.<\/p>\n

3) Avoid distractions \u2013 be focussed<\/strong><\/p>\n

Switch off notifications of other apps. Divert phones if you can or switch them to silent. A video call can keep you more \u2018focussed\u2019 than a conference call as you are aware of others seeing you being \u2018present.\u2019 It soon becomes obvious when people are zoning out and in need of a quick break. If your team are new to working from home, there may be all sorts of distractions that divert their attention until they become familiar with this new way of working.<\/p>\n

4) Re-energise frequently<\/strong><\/p>\n

Remember, people become fatigued very quickly if they\u2019re staring at a screen during an online meeting. Due to the obvious isolation, a video conference meeting provides a much required \u2018connection\u2019 to colleagues and the outside world but it is better to keep to a shorter timescale than you would for a face to face meeting. If the meeting is likely to be lengthy, agree breaks and timeouts so that people can be mentally prepared for when they may get a comfort and refreshment pit stop. During the meeting, ask people how they are feeling - don\u2019t underestimate the different levels of energy and engagement as individuals adjust to this way of working. Can you do some \u2018virtual exercises\u2019 together that get people moving, laughing, controlling their breathing and relaxing? Sounds weird? \u2013 try it, this stuff works!<\/p>\n

5) Be extra- descriptive<\/strong><\/p>\n

It is often difficult to interpret and \u2018read\u2019 peoples body language via phone\/video. You just don\u2019t get the ability to tune in to the same \u2018vibe\u2019 like you do in person. For this reason, things said, may be taken in the wrong way. Messages delivered may come across in a totally unintended \u2018curt\u2019 way. When people are feeling isolated, they will lick their wounds and take slight at the smallest thing. One way to avoid misinterpretation of messages, is to be ultra-explanatory and informative. Think: \u201cCould what I am saying be misconstrued?\u201d<\/p>\n

Also, don\u2019t take it personally when people question things more heatedly. They are probably not being aggressive, they are just seeking clarity. Treat every query with respect and diffuse any rising tensions by meeting them with a calm and empathetic response.<\/p>\n

6) Preparation is slightly different<\/strong><\/p>\n

Over the \u2018air waves\u2019 meetings require slightly different preparation to a normal meeting. Be clear in the email\/chat space joining instructions if there are likely to be things to work on and decisions to be made \u2013 so that people have that person head space prior to the meeting. Ensure people know what the expectation of their participation is. Do they need to read something ahead of discussion (like a normal face-to-face meeting?) Are there any questions\/activities you would like them to work on within the meeting for which they could prepare? This is good practice for all meetings but it will save a lot of time during a \u2018virtual meeting\u2019 as people have enough \u2018tech things\u2019 to master during feedback.<\/p>\n

7) Groupwork \u2013 use breakout rooms <\/strong><\/p>\n

Most online forums have additional chat\/breakout rooms you can use for people to work on things together and then re-join the main session. If the application you are using doesn\u2019t then agree who will be paired\/work together, ensure they have a facility to call\/link up with each other, and agree a time for them to reconvene back into the main session. (i.e. could people be put into pairs to call each other and work on a particular problem or discuss a new opportunity?)<\/p>\n

 <\/p>\n

If you have additional tips, we\u2019d love to hear from you\u2026contact us directly or comment\u2026let\u2019s share the learning!<\/p>\n

info@bybtraining.com<\/span><\/a><\/p>\n

?<\/p>\n","protected":false},"excerpt":{"rendered":"

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