If you weren’t familiar with virtual meetings before March, 2020, I’m sure you are by now! We are living in a time when remote meetings are, in many cases, the “go-to” option and “Zoom” has become a household name.
With many organizations and individuals discovering the perks of online meetings, this digital trend is likely here to stay. With this in mind, it’s to your professional advantage as a leader to sharpen your virtual meeting skills.
As you prepare for your next online meeting, here are a few easy ways you can improve the overall efficiency of virtual meeting:
- Double-check your technology ahead of time:
There is nothing worse than trying to start a meeting and realizing your technology isn’t working. If you’ve ever had to troubleshoot microphone issues while a team full of silent faces stare at you on Zoom, you know exactly what I mean.
In their very essence, virtual meetings require a good deal of technology. Taking 30 minutes or so before your meeting is scheduled to begin to double-check each piece of technology will allow you to have a less stressful and more productive meeting.
Things to check: computer microphone and audio settings, web links, battery life, Zoom permission settings (screen sharing etc.). Using presentation slide decks with embedded video? Make sure your videos launch from the slide deck and the volume level suitable. - Establish a firm time frame and stick to it:
There’s a good chance your meeting is one of many on the schedule for your team members. With this in mind, it’s important to plan for a productive and respectful use of time. When you send out your meeting invites, establish both a start and an end time, so your team knows exactly what to plan for and expect.
If your meetings tend to run long, I recommend setting “5-minute warning” and “Times Up!” alarms on your phone to help keep yourself and others on track.
Want to increase engagement? Give timekeeping and agenda focus roles to people on your team. They have full permission to remind people of the remaining time and if you vere off-topic.
- Mute non-speaking participants:
Background noise can be incredibly distracting during a virtual meeting. However, the reality of remote work is that some amount of background noise is simply unavoidable. It’s not unheard of for dogs or small children to make an appearance on a Zoom work meeting.
Minimize the disruptive nature of these moments by muting non-speaking participants. This allows each person to handle their own work environment and whatever that includes without being a distraction to the rest of the team.
Sometimes you will need to live with the sounds of parents working from home. The occasional dog barking, kids talking, or other background noise may need to co-exist with open discussions during your meeting.
- Utilize additional tools
Did you know that Zoom and other virtual meeting platforms can be easily partnered with add-on tools that will take your meetings to the next level? Using tools such as virtual breakout rooms or polling questions provides an easy way to gain feedback and increase collaboration within the virtual meeting space.
Take time before your meeting to learn about the tools available for your meeting platform. Most meeting platforms have tutorials on their site. If not, YouTube is a great place to get quick tips.
- Don’t forget the agenda
A meeting agenda is a helpful tool for both you and your meeting participants. A detailed agenda created and provided before the meeting will allow both you and your attendees to better prepare for a productive discussion. For tips on creating an effective meeting agenda, take a look at this recent blog post.
Virtual meetings provide an incredible opportunity for remote collaboration. When you take the time to prepare, leading a virtual meeting can be just as seamless and effective as any in-person meeting would be.
Is there a digital tool that has helped engage your online meeting participants? Let us know in the comments below.
Article was contributed by: Maria Lees, Team Writer with Sarah Boxx
