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What It Takes to Run a Great Virtual Meeting

Run great virtual meetings

  • Use video, but also provide an audio dial-in-option,
  • Test the equipment you are going to use before the meeting.
  • Make sure people can see each other properly.
  • Set an agenda, set some rules and clearly outline the next steps.
  • Make sure presentations take very little time.
  • Set a facilitator and call on people individually to speak.
  • Capture feedback in real-time and tackle difficult issues.

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IDEA EXTRACTED FROM:

What It Takes to Run a Great Virtual Meeting

What It Takes to Run a Great Virtual Meeting

https://hbr.org/2020/03/what-it-takes-to-run-a-great-virtual-meeting

hbr.org

2

Key Ideas

Why virtual meetings go bad

  • Attendees often multi-task and don't pay attention to the discussion.
  • Meeting organizers tend to be less careful with the purpose and design of the conversation.
  • Usually, one or two attendees to dominate the discussion while others sit back.

Run great virtual meetings

  • Use video, but also provide an audio dial-in-option,
  • Test the equipment you are going to use before the meeting.
  • Make sure people can see each other properly.
  • Set an agenda, set some rules and clearly outline the next steps.
  • Make sure presentations take very little time.
  • Set a facilitator and call on people individually to speak.
  • Capture feedback in real-time and tackle difficult issues.

SIMILAR ARTICLES & IDEAS:

Focus on your camera

Practice looking into your camera during video conferences when you speak, even for brief moments.
It's challenging to focus on your camera for an entire meeting, but know that you increase the ...

Maintain a strong voice

Strong voices convey authority, credibility, and confidence.
Using a loud voice will also keep you from mumbling and from speaking too quickly due to the amount of breath required.

Frame yourself in the right way

Make sure you have time before the meeting to pick your location and put your head fully in frame.
In a video conference, your head and the top of your shoulders should dominate the screen. Also, be mindful of your background. Distracting elements will pull attention away from you.

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The Candy Game

Pick your favorite kind of multi-colored candy. Next, pass around the bowl. Once the bowl of candy has been passed around, each person has to answer a question for each color they take. ...

Two Truths and One Lie

Start by asking each person to come up with two facts about themselves and one believable fib. Next, everyone shares their three statements and the group votes or discusses their guess for the lie. 

This icebreaker is a great way to get to know each other and to have some laughs along the way.

Paper Airplane Game
  1. Pass out different colored sheets of paper to each person attending the meeting.
  2. Ask everyone to write an interesting fact about themselves on the piece of paper and fold it into a paper airplane.
  3. Everyone launches their paper airplane to somewhere around the room.
  4. Everyone retrieves one of the paper airplanes, reads the fact, and guesses whose paper airplane they got.

5 more ideas

Remote Workshops

Collaborative workshops in a conference room where bright minds work shoulder-to-shoulder is an effective way to foster innovative ideas and forging intangible connections.

Remote worksho...

Clarity of the Workshop’s Value

Workshops are ‘co-creation’ time with people who have varied disciplines, backgrounds, and perspectives. 

To make these people show up, we need to make the invitations intriguing and something that provides value to the participant. It helps to send the invitations in advance, with follow-ups.

Conferencing Tools

Video Conferencing is a must-have for a remote workshop, while chat tools are not effective. In case there is any audio or video problem, phone in and take everyone into a conference call with your phone.

Collaborative tools: The whiteboards, sharpies, and post-it-notes can be replicated virtually with software like Invision Freehand for example.

2 more ideas

Working Remotely

There is ongoing turbulence in the workplace due to the uncertainties provided by the new virus, resulting in a whole lot of people working from home. Normally the work-from-home policies are esta...

Common Challenges of Remote Work

Even high-performing employees can face a decline in job performance and engagement when working remotely. This can be due to:

  • Lack of face-to-face supervision, which leads to a two-way communication gap and even mistrust.
  • There is a delay in the procurement of information as remote workers aren’t able to sense the atmosphere and real-time events at the workplace, leading to a lack of ‘mutual knowledge’.
  • A sense of isolation among remote workers, leading to a feeling of less belongingness within the organization.
  • Distractions at home due to unplanned work-from-home transition, with employees balancing childcare and many other responsibilities along with work.
Improving Engagement And Productivity

A few specific, research-backed steps that can be taken to improve the engagement and productivity of remote employees:

  • Establishing Structured Daily check-ins, by establishing a daily call or touchpoint.
  • Providing several different communication technology options, using virtual communication tools like Slack, Zoom, Microsoft Teams etc., and making use of video conferencing.
  • Establishing clear rules of engagement for communicating with the coworkers or the managers, according to the levels of urgency.
  • Providing opportunities for remote social interaction by talking about non-work activities, thereby reducing the feeling of isolation among remote workers.
  • Offering encouragement and emotional support by listening to the workers, acknowledging their stress, and keeping their needs and issues in focus.
Why Zoom Calls Drain Us
Why Zoom Calls Drain Us
  • Video calls require more focus than face-to-face chatting. We have to pay more attention to process the non-verbal cues like tone, pitch, body language and facial expressions. There is also a...
Everything From A Tiny Screen

Video Calling is being used for studying, dating, talking to your parents and for work purposes, leading to a new kind of exhaustion of doing everything from your laptop or smartphone screen. Add to this our being confined in a tiny space (like a room) most of the time.

Relaxing Activity Vs Performance

If video calling and catching up with friends was a relaxing activity, where you can just be yourself, you would not feel fatigued. 

What we have here is an added pressure to perform virtually among so many other participants, each vying for attention and validation.

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The Directly Responsible Individual

Steve Jobs insisted that all the items on a meeting agenda have a designated person responsible for that task and any follow-up work that happened.

Public accountability works, beca...

When Momentum Disappears

Why the productive conversations in a meeting seemingly go nowhere:

  • Participants are most likely immediately running to another meeting where their attention shifts to a new set of issues. 
  • Participants leave the meeting without clarity about what was agreed upon.
To Do After Every Meeting

After and in between meetings, quickly send out clear and concise meeting notes and follow up on the commitments made.

  • If you don’t capture the conversation and put it into a form that can be easily retrieved later, the thinking and the agreements can be lost.
  • Persistence is a key influence skill. If you want anything to happen, you must follow up.

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The Meeting Agenda
The Meeting Agenda

Normally managers put an emphasis on having a written meeting agenda prior to a meeting.

Research shows that having an agenda is of no relevance, and what's important is how the leader fa...

A Question-Based Approach

By having a question-based approach as opposed to topics, participants begin to think and act differently, marching towards the true intent of the being together, with intention.

    Specific and Challenging Questions

    Agenda questions can be molded to be like goals for the employees, to get them on their feet, energizing them and focusing their attention.

    Group goals promote group performance, and specific goals are much better than vague goals. The meeting questions, formed as goals, need to be challenging but not outlandish.

    3 more ideas

    Telehealth
    Telehealth

    Medical services are always going to be at high demand, no matter the area or the circumstances. One way to ensure that people have faster access to medical services, especially in times of crisis,...

    Telehealth services

    Among the most known telehealth services:

    • patient portal: you have the possibility to keep track of your health record while being able to communicate securely with your
      doctor
    • virtual doctor appointments: extremely useful for persons who do not need an in-person physical examination
    • store and forward: this kind of service enables the electronic transmission of medical documents
    • remote patient monitoring: it allows your doctor to monitor your health from the comfort of your home by using wearable devices
    • mobile health: through mobile health applications, you can keep better track of your health.
    Telehealth and its benefits

    Among the benefits of the telehealth:

    • better access to medical care: especially for individuals with mobility issues or living far from a doctor
    • improves care quality
    • reduces care cost: you do not need to travel anymore
    • increases patient's satisfaction: especially by saving time.

    2 more ideas

    7 ways to have efficient meetings
    1. Decide if the meeting is necessary in the first place.
    2. Establish a clear purpose for the meeting and write up an agenda.
    3. Start on time and stop on time.
    The first 5-7 minutes of a meeting

    ....is the most important component for conducting more effective meetings.

    It establishes the parameters, organizes the terms of reference and tells everybody in the room w...

    Begin right on time

    During a meeting, do not penalize the people who were there on time by waiting for others who are late. 

    Assume that the latecomer is not coming at all and get right on with the meeting.  

    Encouraging open discussions
    Leaders should take up the role of facilitators and avoid dominating the discussions.

    During meetings, it’s very important to get input from everybody, not only from those eager to contribute but even from those who are shyer and less likely to speak up.  

    5 more ideas